ECA- East Lake Roads RFQ 2015
REQUEST FOR QUALIFICATIONS (RFQ)
ENGINEERING SERVICES FOR
EAST LAKE ROADWAY IMPROVEMENTS
Eastman Community Association, Grantham, NH
OBJECTIVE
To obtain statements of qualifications from qualified engineering firms to provide
engineering services for the analysis and design of road and drainage system
repairs/reconstruction/improvements. Eastman Community Association (ECA)
will select firms using a Qualification Based Selection process.
DESCRIPTION OF PROJECT
Eastman Community Association is seeking to engage the services of one or more
consulting professional engineering firms to perform a site survey,
investigation, analysis, prepare designs, specifications and necessary permits for
the construction of various improvements to drainage systems, roads and
intersections in the East Lake area of ECA. ECA has identified several areas where
improvements are needed to roads and drainage systems and plans to design,
permit and construct these improvements over the next several years. ECA
reserves the right to extend the contract of the selected engineering firm(s) to
additional similar projects based on the firm(s) performance on the initial project.
The RFQ is available on our website (www.eastmannh.org/bids/) or by contacting
Mike Gornnert, Chief Maintenance Officer, Eastman Community Association, PO Box 53,
Grantham, NH 03753 (603) 863-4044.
DESIGN REQUIREMENTS (General Scope of Services)
1. Survey, investigation and research of project area including existing conditions,
roads, driveways, buildings, trees, drainage systems, topography, property lines,
utilities, etc.
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ECA- East Lake Roads RFQ 2015
2. All necessary soil borings, test pits and wetlands delineation.
3. Hydraulic analysis (including drainage area, stormwater runoff, headwater, and
gutter flows) of current conditions and of recommended plan. Analysis (study)
shall comply with DES requirements and shall be such that it can be included in
any application of permits that may be required for approval from DES and local
Conservation Commission.
4. Design (sizing and placement) of structures (pipes, catch basins, etc.) in the
project areas.
5. Identification of any other area, channel, utilities or structures that may be affected
by the upgrading of these drainage systems and the design of same.
6. Design (sizing) of any proposed storm water treatment, erosion and
sedimentation controls, and/or channelization.
7. Design of improvements to roads, sidewalks, etc. within the project area. This
includes plans, profiles, cross sections, grading plans and details.
8. Plans for the maintenance and protection of traffic including advance warning
signs, lane closures, detours, guardrails, etc.
9. Summary of any permits that will be required to implement the recommended
repairs/replacements
10. Preparation of plans showing the proposed modifications for review and
permitting purposes and completion and submission of the necessary permits.
11. Preparation of final plans and technical specifications, including special provisions
suitable for construction. Plans must be stamped by a Professional Engineer
registered in New Hampshire.
12. Itemized construction cost estimate of proposed plan
13. Identification of any easements or acquisitions needed from adjacent private
properties and the preparation of maps of property easements or acquisitions
suitable for filing in the County Clerk’s office.
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ECA- East Lake Roads RFQ 2015
SUBMITTAL REQUIREMENTS:
A. Submittal Documents – Format
Follow these instructions carefully: In total, 5 (5) copies of the submittals, including attachments, are
required. All five (5) of the copies shall be spirally bound (or other semi-permanent binding method)
to ensure that pages are not lost. Submit one copy on a thumb drive to enable printing of additional
copies if needed. In the five (5) bound copies, use a tabbed divider followed by a section cover
page, to separate Sections I through III. The envelope in which the submittals are delivered must be
clearly labeled on the outside with the Respondent's name and the project identification, "East Lake
Road Improvements Project– Qualifications Submittal." Submittals shall be delivered to the
following addressee on or before May 1, 2015
Eastman Community Association, PO Box 53 (33 Draper Road), Grantham, NH 03753
The PDF must be sent to [email protected] with a cc to [email protected]
B. Submittal Content: Each submittal shall be organized in the following order:
Outside Cover and First Page:
Shall contain (i) the title, "Statement of Qualifications for East Lake Roadway Improvements ", (ii)
the name of the respondent and point of contact information, and (iii) the submittal date.
Table of Contents: Include a table of contents.
Transmittal Letter: Include a short transmittal letter. The transmittal letter shall:

Summarize why the respondent believes itself to be the qualified;

Contain the statement that to the best of the respondent's abilities, all information
contained in the RFQ submittal is complete and accurate;

Contain a statement granting the ECA and its representatives authorization to contact any
previous client of the respondent (or a respondent's team member) for purposes of
ascertaining an independent evaluation of the respondent's or a respondent's team
member's performance; and

At least one copy of the transmittal letter must have the original signature of an officer or
principal of the responding firm.
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ECA- East Lake Roads RFQ 2015
Section I - Description of the Respondent
I-A Firm Description: Include a complete narrative description of the respondent's firm (or firms
if the respondent is comprised of a team of firms). Information should include:
A. The respondent's areas of architectural / planning specialization;
B. Firm history;
C. Honors and awards;
D. Location of home and branch offices;
E. Names of the principal officers of the firm;
F. Identification of the major consultants if known.
I-B Organization Chart: Include a simple organization chart showing how the respondent, if
selected would organize its personnel for the project.
I-C Key Professionals: Identify the key members of your team that would be involved in the
project and describe their area of expertise and what role they will perform in the team. Indicate
their availability for this project schedule.
I-D Resumes: Provide resumes of any person identified as a key professional. The resumes should
contain the following:
A. Name.
B. Educational background.
C. Employment history.
D. Proposed role in the project.
E. An identification of other relevant projects in which the person has been involved and a
name/phone number of a representative of any project cited that can be contacted for a reference.
F. Other information you believe to be relevant
Section II – Narrative:
Set forth below are the primary criteria on which the selection will be made. Your proposal should
be organized to clearly address your firm’s:
A. Design philosophy and approach to design in general.
B. Prior design service experience with projects of similar scale, utility and
complexity.
C. Prior experience with clients and processes for projects of similar scale and complexity.
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ECA- East Lake Roads RFQ 2015
D. Clear demonstrated understanding of the functional / operational / maintenance aspects that
these roadways will provide to the communities it will serve.
E. Professional qualifications of individuals assigned to the project.
F. History of effective schedule and budget management for projects of similar scale and
complexity.
G. Use of processes that creatively engage the Community, staff and other stakeholders in all stages
of design.
Section III - Relevant Experience of the Respondent
Provide a summary of Relevant Projects Where the Respondent's Firm was the Architect / Planner.
List no more than six relevant projects. A relevant project is one which best exemplifies your
qualifications for this project.
A. Name of project
B. Project location
C. Initial project estimated cost
D. Final total project cost
E. Project description
F. Project delivery method
G. Describe the services your firm provided
H. Indicate which team members were actually involved in the project and specify their role.
I. Provide a statement acknowledging if the project was completed on
time/on budget.
9. RESERVATION OF RIGHTS
A. The ECA reserves the right to reject all firms, decline to proceed with selection of any candidates,
to request additional qualifications, and to make inquiries as may be necessary to verify
qualifications.
B. Nothing in this document shall require the ECA to proceed with design and / or construction
services.
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ECA- East Lake Roads RFQ 2015
10. ADDITIONAL INSTRUCTIONS, NOTIFICATIONS and INFORMATION
A. The ECA reserves the sole right to (1) evaluate the qualifications submitted; (2) waive any
irregularities therein; (3) reject any or all respondents submitting qualifications, should it be deemed
in the ECA's best interest to do so.
B. All questions received (4) or more days prior to the submission deadline shall be reviewed.
Questions regarding this solicitation should be addressed to:
Chief Maintenance Officer, Mike Gornnert, Eastman Community Association, PO Box 53,
Grantham, NH 03753 (603) 863-4044, [email protected]
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