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ALABAMA STATE PORT AUTHORITY
REQUEST FOR PROPOSAL (RFP)
RFP: AWTC-1 RFP Title: AWTC Permit Renewal 2013
RFP Response Due Date and Time:
September17, 2012, 2:00 PM Number of Pages: 18
ISSUING AGENCY INFORMATION
Procurement Officer: Meghan E Gable Issue Date: August 17, 2012
Alabama State Port Authority
Attn: Meghan Gable,
Environmental and Program Management
1400 ASD Boulevard
Suite 200
Mobile, AL 36602
Phone: 251-441-7502
Fax: 251-459-9871
INSTRUCTIONS TO OFFERORS
Return Sealed Proposal to:
Alabama State Port Authority
Attn: Meghan Gable, Environmental and Prog. Mngt.
1400 ASD Boulevard
Suite 200
Mobile, AL 36602
ALL SEALED PROPOSALS MUST BE SENT FEDEX
OR UPS
Mark Face of Envelope Package:
PROPOSAL FOR THE ALABAMA
STATE PORT AWTC PERMIT
RENEWAL 2013
RFP Response Due Date: September 17
2012
Special Instructions: Offeror should
closely review all RFP instructions and
requirements to ensure all questions or
concerns are addressed.
IMPORTANT: SEE STANDARD TERMS AND CONDITIONS
OFFERORS MUST COMPLETE THE FOLLOWING
Offeror Name/Address: Authorized Offeror Signatory:
(please print name and sign in ink)
Offeror Phone Number: Offeror Fax Number:
Offeror E-mail Address:
OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE
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TABLE OF CONTENTS
PAGE
Instructions to Offerors 3
Schedule of Events 4
Section 1: Project Overview and Instructions 5 1.0 Project Overview 5
1.1 Single Point of Contact 5
1.2 Required Review 5
1.3 General Requirements 6
1.4 Submitting a Proposal 7
1.5 Cost of Preparing a Proposal 7
1.6 Schedule 8
Section 2: RFP Standard Information 8 2.0 Authority 8
2.1 Offeror Competition 8
2.2 Classification and Evaluation of Proposals 8
2.3 Alabama State Port Authority’s Rights Reserved 10
Section 3: Scope of Project 10 3.0 Scope of Project 10
3.1 Background 12
3.2 Confidentiality 12
Section 4: Offeror Qualifications/Informational Requirements 12 4.0 Alabama State Port Authority’s Right to Investigate and Reject 12
4.1 Offeror Mandatory and Informational Requirements 13
Appendix A – Contract with Standard General Terms and Conditions 16
Appendix B – RFP Response Form 18
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INSTRUCTIONS TO OFFERORS
It is the responsibility of each Offeror to:
Follow the format required in the RFP when preparing your response. Provide point-by-point
responses to all sections in a clear and concise manner.
Provide complete answers/descriptions. Read and answer all questions and requirements. Do
not assume the Alabama State Port Authority or evaluator/evaluation committee will know what
your company capabilities are or what items/services you can provide, even if you have
previously contracted with the Alabama State Port Authority. The proposals are evaluated based
solely on the information and materials provided in your response.
Use the forms provided, i.e., cover sheet.
Submit your response on time. Note all the dates and times listed in the Schedule of Events and
within the document, and be sure to submit all required items on time. Late proposal responses
are never accepted.
The following items MUST be included in the response to be considered responsive.
Failure to include any of these items may result in a nonresponsive determination.
PROPOSALS MUST INCLUDE:
Signed Cover Sheet
Signed Addenda (if appropriate)
Complete point-by-point responses to all questions within Section 4.1. Please keep
response numbers consistent with the question numbers contained within this
document.
Signed Appendix B acknowledging requirements, including the Contract with
Standard General Terms and Conditions (Appendix A). Exceptions to Appendix A
should be declared at the end of the document containing the point-by-point
responses.
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SCHEDULE OF EVENTS
EVENT DATE
RFP Issue Date August 17, 2012
Deadline for declaring intent to Bid via
email to [email protected] August 31, 2012
Mandatory Prebid Meeting September 5, 2012
Deadline for Receipt of Written Questions September 7, 2012
Deadline for Posting Written Responses to the
Alabama State Port Authority’s Website September 11, 2012
RFP Response Due Date September 17, 2012
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SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS
1.0 PROJECT OVERVIEW
The ALABAMA STATE PORT AUTHORITY is seeking a service provider to review and
update the Alabama Hazardous Waste Management and Minimization Act (AHWMMA) post
closure permit for its Alabama Wood Treatment Corporation (AWTC) site. A more complete
description of the services sought for this project is provided in Section 3, Scope of Project.
Proposals submitted in response to this solicitation must comply with the instructions and
procedures contained herein. THE AUTHORITY RESERVES THE RIGHT TO REJECT
ANY AND ALL PROPOSALS IF DEEMED TO BE IN THE INTEREST OF THE
AUTHORITY AND THE STATE OF ALABAMA.
A mandatory prebid meeting will be held on Monday, September 5, 2012 at 10:00 AM in
the Killian Room, located on the first floor of the International Trade Center, 250 North
Water Street, Mobile, AL. Material necessary for the completion of the bid will be
provided.
1.1 SINGLE POINT OF CONTACT
From the date this Request for Proposal (RFP) is issued until an Offeror is selected and the
selection is announced, Offerors are not allowed to communicate with any Alabama State
Port Authority personnel, except at the direction of Meghan Gable, the officer in charge of
the solicitation. Any unauthorized contact may disqualify the Offeror from further consideration.
Contact information for the single point of contact is as follows:
Meghan E. Gable, Project Manager
Alabama State Port Authority
1400 ASD Boulevard
Suite 200
Mobile, AL 36602
Work: 251-441-7502
Fax: 251-441-7085
E-mail:[email protected]
1.2 REQUIRED REVIEW
1.2.1 Review RFP. Offerors should carefully review the instructions, specifications, standard
terms and conditions, and contract set out in this RFP and promptly notify the officer identified
above in writing or via e-mail of any ambiguity, inconsistency, unduly restrictive specifications,
or error which they discover upon examination of this RFP. This should include any terms or
requirements within the RFP that preclude the Offeror from responding to the RFP or add
unnecessary cost. This notification must be accompanied by an explanation and suggested
modification and be received by the deadline for receipt of written or e-mailed inquiries set forth
below. The Alabama State Port Authority will make any final determination of changes to the
RFP.
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1.2.2 Form of Questions. Offerors with questions or requiring clarification or interpretation of
any section within this RFP must address these questions in writing or via e-mail, or as a Word
attachment (no PDF documents) to the procurement officer referenced above on or before
Friday, September 7, 2012. Each question must provide clear reference to the section, page, and
item in question. Questions received after the deadline may not be considered.
1.2.3 Alabama State Port Authority’s Response. The Alabama State Port Authority will
provide an official written response by Tuesday, September 11, 2012 to all questions received
by Friday, September 7, 2012. The Alabama State Port Authority’s response will be by formal
written addendum. Any other form of interpretation, correction, or change to this RFP will not be
binding upon The Alabama State Port Authority. Any formal written addendum will be posted
on the Alabama State Port Authority’s website with the posting of the RFP at
http://www.asdd.com/notices.html by the close of business on the date listed. Offerors must
sign and return with their RFP response an Acknowledgment of Addendum for any
addendum issued.
1.3 GENERAL REQUIREMENTS
1.3.1 Acceptance of Standard Terms and Conditions/Contract. By submitting a response to
this RFP, Offeror agrees to acceptance of the standard terms and conditions and contract as set
out in Appendices A and B of this RFP. Much of the language included in the standard terms and
conditions and contract reflects requirements of Alabama law. Requests for additions or
exceptions to the standard terms and conditions, contract terms, including any necessary licenses,
or any added provisions must be submitted to the procurement officer referenced above by the
date for receipt of written/e-mailed questions. Any request must be accompanied by an
explanation of why the exception is being sought and what specific effect it will have on the
Offeror's ability to respond to the RFP or perform the contract. The Alabama State Port
Authority reserves the right to address nonmaterial requests for exceptions with the highest
scoring Offeror during contract negotiation. Any material exceptions requested and granted to
the standard terms and conditions and contract language will be addressed in any formal written
addendum issued for this RFP and will apply to all Offerors submitting a response to this RFP.
The Alabama State Port Authority will make any final determination of changes to the standard
terms and conditions and/or contract.
1.3.2 Resulting Contract. This RFP and any addenda, the Offeror's RFP response, including any
amendments, a best and final offer, and any clarification question responses shall be included in
any resulting contract. The Alabama State Port Authority’s contract, attached as Appendix B,
contains the contract terms and conditions which will form the basis of any contract between the
Alabama State Port Authority and the selected service provider. In the event of a dispute as to the
duties and responsibilities of the parties under this contract, the contract, along with any
attachments prepared by the Alabama State Port Authority, will govern in the same order of
precedence as listed in the contract.
1.3.3 Understanding of Specifications and Requirements. By submitting a response to this
RFP, Offeror agrees to an understanding of and compliance with the specifications and
requirements described in this RFP.
1.3.4 Offeror's Signature. Each proposal must be signed in ink by an individual authorized to
legally bind the business submitting the proposal. The Offeror's signature on a proposal in
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response to this RFP guarantees that the offer has been established without collusion and without
effort to preclude the Alabama State Port Authority from obtaining the best possible service.
Proof of authority of the person signing the RFP response must be furnished upon request.
1.3.5 Offer in Effect for 120 Days. A proposal may not be modified, withdrawn, or canceled by
the Offeror for a 120-day period following the deadline for proposal submission as defined in the
Schedule of Events, or receipt of best and final offer, if required, and Offeror so agrees in
submitting the proposal.
1.4 SUBMITTING A PROPOSAL
1.4.1 Organization of Proposal. Offerors must submit a signed copy of the RFP cover sheet and
the form attached as Appendix B to respond to this RFP.
1.4.2 Failure to Comply with Instructions. Offerors failing to comply with these instructions
may be subject to point deductions. The Alabama State Port Authority may also choose to not
evaluate, may deem nonresponsive, and/or may disqualify from further consideration any
proposals that do not follow this RFP format, are difficult to understand, are difficult to read, or
are missing any requested information.
1.4.3 Multiple Proposals. Offerors may, at their option, submit multiple proposals, in which
case each proposal shall be evaluated as a separate document.
1.4.4 Copies Required and Deadline for Receipt of Proposals. Offerors must submit one
original proposal and 6 copies along with 1 entire proposal stored and submitted on a USB
flash drive using pdf formatting to The Alabama State Port Authority. PROPOSALS
MUST BE SEALED AND LABELED ON THE OUTSIDE OF THE PACKAGE to clearly
indicate that they are in response to RFP AWTC-1. Proposals must be received at the
receptionist’s desk of The Alabama State Port Authority’s Environmental and Program
Management Division, located in Suite 200, on the second floor of the Administration
Building, located at 1400 ASD Boulevard, prior to 2:00 p.m. Central Daylight Time, Monday,
September 17, 2012. Facsimile responses to requests for proposals are NOT accepted.
ALL PROPOSALS MUST BE SENT FEDEX OR UPS.
1.4.5 Late Proposals. Regardless of cause, late proposals will not be accepted and will
automatically be disqualified from further consideration. It shall be the Offeror's sole risk to
assure delivery at the receptionist's desk at the designated office by the designated time. Late
proposals will not be opened and may be returned to the Offeror at the expense of the Offeror or
destroyed if requested.
1.5 COST OF PREPARING A PROPOSAL
1.5.1 Alabama State Port Authority Not Responsible for Preparation Costs. The costs for
developing and delivering responses to this RFP and any subsequent presentations of the
proposal as requested by The Alabama State Port Authority are entirely the responsibility of the
Offeror. The Alabama State Port Authority is not liable for any expense incurred by the Offeror
in the preparation and presentation of their proposal or any other costs incurred by the Offeror
prior to execution of a contract.
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1.5.2 All Timely Submitted Materials Become Alabama State Port Authority Property. All
materials submitted in response to this RFP become the property of the Alabama State Port
Authority and are to be appended to any formal documentation, which would further define or
expand any contractual relationship between the Alabama State Port Authority and Offeror
resulting from this RFP process.
1.6 SCHEDULE
The Offeror shall deliver a detailed review, research, update, draft, and final draft schedule
within seven (7) days after the execution of the Contract Notice of Award.
The Offeror shall complete this project such time and manner not to delay the reapplication
process of the 2013 permit. The application is due at the offices of the Alabama Department of
Environmental Management, 1400 Coliseum Boulevard, Montgomery, AL, by April 27, 2013.
As a deliverable, within seven (7) days after the execution of the Contract Notice of Award,
Offeror shall submit to ASPA for review and acceptance, a preliminary work schedule in the
form of Microsoft Project or Visio software and scheduling chart. The baseline schedule shall
cover the review, research, update, draft, and final draft activities as specified in this Provision.
All Bi-monthly Progress Schedule updates shall be plotted and updated against the approved
Baseline Schedule.
SECTION 2: RFP STANDARD INFORMATION
2.0 AUTHORITY
This RFP is issued under the authority of sections 33-1-12.1 and 33-1-5.1(a) of the Code of
Alabama 1975. The RFP process is a procurement option allowing the award to be based on
stated evaluation criteria. The RFP states the relative importance of all evaluation criteria. Only
the evaluation criteria outlined in this RFP will be used. No allowance will be made for error,
either omission or commission.
2.1 OFFEROR COMPETITION
The Alabama State Port Authority encourages free and open competition among Offerors.
Whenever possible, The Alabama State Port Authority will design specifications, proposal
requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the
Alabama State Port Authority’s need to procure technically sound, cost-effective services.
2.2 CLASSIFICATION AND EVALUATION OF PROPOSALS
2.2.1 Initial Classification of Proposals as Responsive or Nonresponsive. All proposals will
initially be classified as either “responsive” or “nonresponsive.” Proposals may be found
nonresponsive at any time during the procurement process if any of the required information is
not provided; the submitted price is found to be excessive or inadequate as measured by criteria
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stated in the RFP; or the proposal is not within the plans and specifications described and
required in the RFP. If a proposal is found to be nonresponsive, it will not be considered further.
2.2.2 Evaluation of Proposals. An evaluator/evaluation committee will evaluate the remaining
proposals and recommend whether to award the contract to the highest scoring Offeror or, if
necessary, to seek discussion/negotiation or a best and final offer in order to determine the
highest scoring Offeror. All responsive proposals will be evaluated. In scoring, the Alabama
State Port Authority may consider such factors as accepted industry standards and a comparative
evaluation of all other qualified RFP responses in terms of differing price, quality, and
contractual factors. These scores will be used to determine the most advantageous offering to the
Alabama State Port Authority.
2.2.3 Completeness of Proposals. Selection and award will be based on the Offeror's proposal
and other items outlined in this RFP. Submitted responses may not include references to
information located elsewhere, such as Internet websites or libraries, unless specifically
requested. Information or materials presented by Offerors outside the formal response or
subsequent discussion/negotiation or best and final offer, if requested, will not be considered,
will have no bearing on any award, and may result in the Offeror being disqualified from further
consideration.
2.2.4 Opportunity for Discussion/Negotiation and/or Oral Presentation/Product
Demonstration. After receipt of all proposals and prior to the determination of the award, the
Alabama State Port Authority may initiate discussions with one or more Offerors should
clarification or negotiation be necessary. Offerors may also be required to make an oral
presentation and/or product demonstration to clarify their RFP response or to further define their
offer. In either case, Offerors should be prepared to send qualified personnel to Mobile,
Alabama, to discuss technical and contractual aspects of the proposal. Oral presentations and
product demonstrations, if requested, shall be at the Offeror's expense.
2.2.5 Evaluator/Evaluation Committee Recommendation for Contract Award.
The evaluation committee will provide a written recommendation for contract award to the
Director that contains the scores, justification, and rationale for the decision. The Director will
review the recommendation to ensure its compliance with the RFP process and criteria before
concurring in the evaluator's/evaluation committee’s recommendation of the responsive and
responsible Offeror that achieves the highest score and is, therefore, the most advantageous to
the Alabama State Port Authority.
2.2.6 Request for Documents Notice. Upon concurrence with the evaluator's/evaluation
committee's recommendation, the procurement officer will issue a “Notice of Award” to the
highest scoring Offeror to obtain the required documents/information, such as insurance
documents, contract performance security, an electronic copy of any requested material, i.e., RFP
response, response to clarification questions, and any other necessary documents. Receipt of the
“Notice of Award” does not constitute a contract and no work may begin until a contract
signed by all parties is in place. The officer will notify all other Offerors of the Alabama State
Port Authority’s selection.
2.2.7 Contract Execution. Upon receipt of all required materials requested in the “Notice of
Award," a formal contract utilizing the contract attached as Appendix B and incorporating the
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Standard Terms and Conditions attached as Appendix A, as well as the highest scoring Offeror's
response to the RFP, will be provided to the highest scoring Offeror for signature. The highest
scoring Offeror will be expected to accept and agree to all material requirements contained in the
contract and set out in Appendices A and B of this RFP. If the highest scoring Offeror does not
accept all material requirements, the Alabama State Port Authority may move to the next highest
scoring Offeror, or cancel the RFP. Work under the contract may begin when the contract is fully
executed, i.e., when the contract is signed by all parties.
2.3 ALABAMA STATE PORT AUTHORITY’S RIGHTS RESERVED
While The Alabama State Port Authority has every intention to award a contract as a result of
this RFP, issuance of the RFP in no way constitutes a commitment by the Alabama State Port
Authority to award and execute a contract. Upon a determination such actions would be in its
best interest, the Alabama State Port Authority, in its sole discretion, reserves the right to:
Cancel or terminate this RFP;
Reject any or all proposals received in response to this RFP;
Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which
would not have significant impact on any proposal;
Not award if it is in the best interest of the Alabama State Port Authority not to proceed
with contract execution; or
If awarded, terminate any contract if the Alabama State Port Authority determines
adequate state funds are not available.
SECTION 3: SCOPE OF PROJECT
3.0 SCOPE OF PROJECT
The Alabama State Port Authority, is requesting proposals from qualified firms for services to
review, update, and reapply for the Alabama Hazardous Wastes Management and Minimization
Act (AHWMMA) post closure permit for its Alabama Wood Treatment Corporation (AWTC)
site.
The Authority is preparing to apply for and submit a new permit by April 27, 2013. The
following is a breakdown, and brief description, of standards of expectation to be implemented in
this project:
The Offeror MUST thoroughly review:
A) The 2003 AHWMMA Revised Post-Closure Permit Renewal Application Vol. 1 - 3;
B) The 2008 and 2011 Permit Modifications.
C) ALL supporting material which includes but is not limited to the AWTC Site Groundwater
Sampling and Analysis Plan, Final Corrective Measures Implementation Report, Contiguous
Properties Confirmatory Sampling Report etc.;
D) ADEM Land Division Hazardous Waste Program cited as Admin. Code r. 335-14-x-.xx;
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E) ALL regulatory requirements at a local, state, and federal level which are applicable to the site
and permit.
Generally the Offeror MUST have the ability to:
A) Prepare all descriptions of the facility and each hazardous waste producing process;
B) Prepare description, including code number, of each hazardous waste generated at the
facility;
C) Describe the security procedures of the facility including 24 Hour surveillance system,
monitoring or patrolling guards/facility personnel etc.;
D) Compose a written schedule of inspection monitoring equipment, safety and emergency
equipment, security equipment, and each hazardous waste unit;
E) Indicate the political jurisdiction in which the facility is located;
F) Indicate where the facility is located in a 100-year floodplain.
For the Post Closure Plan the Offeror must have the ability to:
A) Describe appropriate monitoring/maintenance activities and frequencies;
B) Prepare procedures for maintaining the integrity and effectively of the cover system, and
repairing the final cover system to correct the effects of subsistence, erosion, settling, or
other events;
C) Define procedures for the monitoring, maintenance, and operation of any leak detection,
collection, and/or removal systems;
D) Produce procedures maintaining the run-on/run-off control systems;
E) Describe protective measure for maintaining surveyed bench marks;
F) Document that the landfill and associated monitoring equipment will be visually inspected
every seven days, and that such inspections will be documented on an inspection log;
G) Prepare documentation that a survey plat indicating the location of all hazardous waste units
have been filed with local land-use authority;
H) Prepare post-closure costs such as: third party costs, fully loaded labor rate, etc.;
I) Prepare topographic maps;
J) Prepare groundwater assessment information including identifying the uppermost aquifer and
aquifers hydraulically interconnected beneath the facility with groundwater flow direction
and rate, uppermost aquifer boundaries, uppermost aquifer lithology, etc.;
K) Describe any existing plumes of contamination including 3-dimentional extent and
concentrations of each constituent throughout the plume;
L) Create a detailed plan and engineering report describing number of wells, well locations, well
design, boring logs, etc.
M) Propose ACLs for constituents which do not have formal ACLs.
N) Prepare a plan to abandon wells with low product output.
O) Address requirements of Environmental Coventry including creating isoconcentration maps
and detailing former land use.
For the Detection Monitoring Plan the Offeror must have the ability to:
A) Propose a list of indicator parameters which includes the constituents for each hazardous
waste handled at the facility, temperature, specific conductance, and pH;
B) Propose sampling frequencies;
C) Prepare background concentrations or procedures to calculate them;
D) Prepare a Sampling and Analysis Plan including sampling collection, groundwater surface
elevation measurements, sampling equipment decontamination, sample preservation and
shipment protocol, etc.
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For the Compliance Monitoring Plan the Offeror must have the ability to:
A) Propose a list of hazardous constituents to be monitored;
B) Propose concentration limits for each hazardous constituents to be monitored;
C) Propose sampling frequencies for each individual well and indicator parameter;
D) Prepare Sampling and Analysis Plan.
For the Corrective Action Plan the Offeror must have the ability to:
A) Create a detailed plan and engineering report describing the corrective action system;
B) Prepare a detailed description of groundwater monitoring program for the purposes of
evaluating the corrective action effort;
C) Prepare description of solid waste management unit type, unit’s designation, general
dimensions, etc.
D) Assess the effectiveness of the Corrective Action Plan and Groundwater Monitoring
Program.
The Offeror MUST be capable of:
A) Reviewing and updating the AWTC permit in 120 days;
B) Completing the permit reapplication process.
3.1 BACKGROUND
The Alabama State Port Authority is a state agency charged with developing, maintaining and
operating the public port systems of Alabama. The Authority owns and operates the public
facilities at the Port of Mobile as well as several inland docks located at various locations in the
State of Alabama. The port complex includes facilities for handling general cargo, steel slabs,
containers, liquid bulk, dry bulk, and heavy lift and oversized cargoes. The AWTC site is
currently owned by the Alabama State Port Authority. Groundwater sampling has been
conducted at AWTC since 1982 and semi-annually since the issuance of the permit in 1991.
3.2 CONFIDENTIALITY
The Offeror understands and agrees that information obtained from the Alabama State Port Authority may
be confidential in nature. The Offeror further understands and agrees that, if necessary, the Offeror will
enter into a Confidentiality Agreement prior to obtaining the confidential information.
SECTION 4: OFFEROR QUALIFICATIONS/INFORMATIONAL
REQUIREMENTS
4.0 ALABAMA STATE PORT AUTHORITY’S RIGHT TO INVESTIGATE
AND REJECT
The Alabama State Port Authority may make such investigations as deemed necessary to
determine the ability of the Offeror to provide the supplies and/or perform the services specified.
The Alabama State Port Authority reserves the right to reject any proposal if the evidence
submitted by, or investigation of, the Offeror fails to satisfy the Alabama State Port Authority
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that the Offeror is properly qualified to carry out the obligations of the contract. This includes the
Alabama State Port Authority’s ability to reject the proposal based on negative references.
4.1 OFFEROR MANDATORY AND INFORMATIONAL REQUIREMENTS
In order for the Alabama State Port Authority to determine the capabilities of an Offeror to
perform the services specified in Section 3, the Offeror must respond to the following requests
for information regarding its ability to meet the Alabama State Port Authority’s requirements.
THE RESPONSE, “(OFFEROR'S NAME) UNDERSTANDS AND WILL COMPLY,” IS
NOT APPROPRIATE FOR THIS SECTION.
NOTE: Each item must be thoroughly addressed. Offerors taking exception to any
requirements listed in this section may be found nonresponsive or be subject to point
deductions.
Please answer the following questions. The Authority will evaluate the answers to the
following questions. Firms will be ranked on their answers to these questions.
Organization and History 1. Please provide the name(s), title(s), address(es), e-mail address, and telephone and fax
number(s) of the individual(s) responsible for responding to this request.
2. Please provide at least three references that the Authority may contact.
3. Provide a brief overview of your company and the history of your organization. Please
describe any parent/subsidiary/affiliate relationships.
4. List and describe similar projects that your company has completed in the past 5 years.
5. Indicate how many years your company has been active in the defined contribution business,
i.e., groundwater sampling, engineering, etc.
Client Service/Quality Assurance 6. Please describe the team that would deal directly with us during the review and on an ongoing
basis. Indicate staff size, experience and turnover rates.
7. Names and resumes (maximum two pages each) of the project manager and key team
members. List each individual’s experience, qualifications, and previous successes in similar
projects.
8. What type of training is required for new employees before they work on client permits?
9. Describe your organization’s commitment to quality and your philosophy/approach to client
services.
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10. Describe your procedures for monitoring client satisfaction.
11. Describe your service/timing standards.
12. Do you guarantee service performance? If so, please describe.
Technical Abilities
13. Describe your organization’s experience preparing procedures to maintain the integrity and
effectiveness of final cover systems.
14. Describe your organization’s experience preparing procedures for the monitoring,
maintenance, and operation of any leak detection, collection, and/or removal system.
15. Describe your organization’s experience preparing procedures to maintain groundwater
monitoring systems to ensure compliance with regulation requirements.
16. Describe your organization’s experience preparing procedures to maintain run-on/run-off
control systems.
17. Describe your organization’s experience preparing procedures to protect and maintain
surveyed bench marks.
18. Describe your organization’s experience preparing survey plats to indicate the locations of
hazardous waste units.
19. Describe your organization’s experience preparing costs such as third party costs, fully
loaded labor rate, most costly extent of operation, inspection costs, administrative costs,
maintenance and repair costs, transportation costs, etc.
20. Describe your organization’s experience preparing topographic maps including: proposed
point of compliance, proposed groundwater monitoring wells, identification of uppermost
aquifer, extent of any plume contamination, etc.
21. Describe your organization’s experience identifying aquifer: groundwater direction and rate,
aquifer boundaries, aquifer lithology, hydraulic interconnections.
22. Describe your organization’s experience preparing plans and engineering reports describing
monitoring well systems including well locations, well design specifications and construction
diagrams, boring logs, etc.
23. Describe your organization’s experience preparing Sampling and Analysis Plans including
sampling collection, groundwater surface elevation measurement, sampling equipment
decontamination, sampling preservation and shipment, Chain-of-Custody control, field QA/QA,
field documentation of proper sampling procedure, analytical methods, laboratory QA/QC.
24. Describe your organization’s experience preparing plans to monitor hazardous constituents
including sampling frequencies and ACLs.
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25. Describe your organization’s experience proposing ACLs for constituents which do not have
formal ACLs.
26. Describe your organization’s experience preparing plans to abandon wells with low product
output.
27. Describe your organization’s experience addressing requirements of Environmental Coventry
including creating isoconcentration maps and detailing former land use.
Schedule of Completion
25. Detailed schedule demonstrating the respondents plan for meeting project requirements.
26. When will a thorough review of the post closure permit and all associated material be
complete?
27. When will a thorough review of all applicable local, state, and federal regulatory
requirements be complete?
28. When will the first draft of the permit be complete?
29. When will the final draft of the permit be complete?
Expenses 30. Please attach a schedule of all expenses. Include an exhibit showing total expenses.
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APPENDIX A: CONTRACT
Alabama State Port Authority
General Professional Services Agreement
Project Name: enter text
Contract # enter number AFE # enter number CN # enter number
This Professional Services Agreement between Name, (“You”), as an independent contractor, and the Alabama State Port Authority provides for your performance of specified services in accordance with the terms outlined below and with the Standard General Terms and Conditions on page 2 hereof.
Description of Services:
Service Performance Dates:
Fee: enter amount Not to exceed fee amount
Check One: You are solely responsible for any costs and expenses that you incur in performing the services.
You will be reimbursed for reasonable transportation and subsistence expenses.
You will be reimbursed __% of fee for expenses.
Payment Terms: Due Upon Receipt Net 7 days Net 10 days Net 30 days Net 45 days
Payment Milestones:
Please signify your acceptance of the terms and conditions of this Agreement by signing below as indicated.
Alabama State Port Authority
Accepted by:
H.S. “Smitty” Thorne Date
Acting Director/CEO
Name Date
Title—Company Name
17 | A S P A
Alabama State Port Authority
General Professional Services Agreement
Project Name: enter text
Contract # enter number AFE # enter number CN # enter number
Standard General Terms and Conditions
These Standard General Terms and Conditions are incorporated into and are a material part of the Professional Services
Agreement (the “Agreement”) between you (“You”) and the Alabama State Port Authority (“ASPA”).
1. The ASPA’s sole obligation to You is the fee listed on this Agreement, and unless otherwise provided for in the Agreement, that fee
is in full payment for your services, all necessary licenses and other governmental approvals, all equipment all expenses and costs,
including transportation and subsistence expenses, needed for the performance of your services. You must obtain the ASPA’s prior
written consent before performing or incurring any additional services or expenses, or the ASPA shall have no obligation to pay
You for unapproved additional services or expenses. Moreover, if at any time prior to the ASPA’s release of funds in payment of
this fee, the ASPA discovers that You are indebted to any department of the ASPA, then You authorize the ASPA to offset the
amount of funds owed to You for services performed under this agreement by the total amount You owe the ASPA.
2. In the absence of some other written agreement, reasonable transportation and subsistence expenses, when authorized, are
reimbursed in accordance with the ASPA’s current travel and expense reimbursement policies. Vehicle mileage is reimbursed at
the State of Alabama rate in effect at the time the miles were traveled and airfare reimbursements shall not exceed the rate for non-
refundable, coach or economy tickets. Original receipts for your expenses must accompany your expense request. If original
expense receipts are not submitted, the ASPA reserves the right to report the sum of your expenses as income on IRS Form
1099 or other applicable form that is issued to You.
3. You are solely responsible for the timely payment of all federal, state and local taxes or contributions with respect to your
performance of this Agreement.
4. To the fullest extent permitted by Alabama law, You hereby agree to indemnify and hold harmless the ASPA from and against any
and all claims by any person, entity, or governmental authority arising or attributable to your performance of this Agreement or by
conditions created thereby, including, without limitation, bodily injury, including death, and damage to property and from and
against all costs, expenses, and legal counsel fee in connection with the defense thereof.
5. You are an independent contractor and nothing in this Agreement shall be deemed to create any partnership, joint venture,
association, or syndicate between us; or to confer upon You any express or implied right or authority to enter into any agreement,
express or implied, or to incur any obligation on behalf of the ASPA. You are solely responsible for your acts and for the acts of
your agents, employees, and subcontractors, if any, during the performance of this Agreement.
6. For its convenience, the ASPA at any time may terminate this Agreement by giving You five (5) days prior written notice, and in
such event, the ASPA will pay You for services performed prior to the termination date, but it shall have no liability to You for
termination charges or direct or consequential damages of any kind whatsoever.
7. By accepting payments agreed to in this Agreement, You certify that to your actual knowledge no ASPA employee or official, and
no family members of an ASPA employee or official, will receive a benefit from these payments, except as been previously
disclosed, in writing, to the ASPA.
8. The laws of the State of Alabama shall govern the construction of this Agreement, without regard to conflicts of laws principles.
Any claim against ASPA arising from this Agreement shall be filed with the Alabama State Board of Adjustment.
9. This Agreement constitutes the entire agreement of the parties with respect to its subject matter and all prior understandings and
agreements between the parties are merged into this Agreement. This Agreement may not be amended or modified except by a
writing signed by all of the parties.
10. You agree to perform your services competently, expeditiously and professionally consistent with applicable standards and subject
to the ASPA’s review and satisfaction. If the ASPA becomes dissatisfied with your services, then it may withhold payment of all or
a portion of the fee and terminate this Agreement for cause.
11. All works and materials, including, without limitation, texts, reports, software, and video and audio recordings authored by You as
part of your services under this Agreement (collectively the “Works”) shall be deemed “works made for hire” and the Works,
including the copyright and other intellectual property rights therein, shall be the ASPA’s property. You shall not use the Works
for any purposes other than those contemplated by this Agreement without the ASPA’s prior written consent. You warrant that any
such Works shall be original and shall not infringe upon or violate the rights of any third party.
18 | A S P A
APPENDIX B: RFP RESPONSE FORM
(USE ADDITIONAL SHEETS AS NECESSARY)
1. Offeror must provide a signed copy of the RFP Cover Sheet.
2. Offeror has read, understood, and agrees to comply with the items contained in all
sections of RFP AWTC-1
Agreed __________________________________________
Offeror's Signature Date
OFFEROR MUST PROVIDE THE FOLLOWING INFORMATION THAT WILL BE
EVALUATED BY THE RFP EVALUATOR/EVALUATION COMMITTEE:
3. Mandatory and Informational Requirements (Section 4.1)
4. Completeness of Proposal. An Offeror's response must be complete at the time of submittal
and contain all the reference materials necessary to provide a complete response to the RFP. An
Offeror making the Alabama State Port Authority “Refer to our literature…” or “Please see
www…….com” may be deemed nonresponsive or receive point deductions. If making reference
to materials located in another section of the RFP response, specific page numbers and sections
must be noted. The Evaluator/Evaluation Committee is not required to search through
literature or another section of the proposal to find a response. Please refer to the
Instructions to Offerors section of this RFP.
5. Number of Copies and Due Date. Offerors must submit one original proposal and 6 copies
along with 1 entire proposal stored and submitted on a USB flash drive using pdf
formatting to the Alabama State Port Authority. PROPOSALS MUST BE SEALED AND
LABELED ON THE OUTSIDE OF THE PACKAGE to clearly indicate that they are in
response to RFP AWTC-1. Proposals must be received at the receptionist’s desk of The
Alabama State Port Authority’s Environmental and Program Management Division, located
in Suite 200, on the second floor of the Administration Building, located at 1400 ASD
Boulevard, prior to 2:00 p.m. Central Daylight Time, Monday, September 17, 2012.Facsimile
responses to requests for proposals are NOT accepted.