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The Elizabeth River Project is issuing this Request for Qualifications (RFQ) to solicit Statements of Qualifications (SOQs) from Contractors interested in serving as a Contractor to design, prepare for, and/or build residential Best Management Practices (BMPs) including living shorelines, oyster reefs, riparian buffers, rain gardens and/or conservation landscaping in the cities of Norfolk, Chesapeake, Portsmouth and Virginia Beach.
The purpose of this RFQ is to solicit information that will enable The Elizabeth River Project to determine which Contractors are best qualified to successfully execute the designing and/or building of residential BMPs to meet Elizabeth River Project’s grant and contract deliverables for the River Star Homes program. The most qualified Contractors will be invited to submit pricing proposals for projects as they become available. This RFQ includes background information on the Elizabeth River Project, the River Star Homes program, a general scope of work for these projects, and procurement details, including submittal requirements, selection criteria, and schedule.
The Elizabeth River Project is a non-profit organization founded in 1993, with the mission to “restore the environmental quality of the Elizabeth River through government, business and citizen partnerships.” In 2011, the River Star Homes program was developed as the result of a several workshops with social marketing expert Doug Mackenzie-Mohr, with funding from a National Fish and Wildlife Foundation grant. Any homeowner in the Elizabeth River watershed is eligible to be a River Star Home, so long as they agree to seven behavior changes that correlate directly to the health of the river –
are environmental stewards. In the twelve years since its inception, over 6,700 homeowners have joined the program in the cities of Norfolk, Chesapeake, Virginia Beach, and Portsmouth. In 2014, the Elizabeth River Project began contracting with the City of Norfolk to provide cost-share incentives to River Star Homes interested in doing more for their property, such as riparian buffers, rain gardens, and living shorelines. That initial contract has led to nine years of contracting with the City of Norfolk, eight years of contracting with the City of Chesapeake, and six years of contracting with the City of Virginia Beach. Each of these contracts and additional federal grants provide matching funds for homeowners to implement residential BMPs with the goal of reducing nitrogen, phosphorus and sediment levels in the river.
This RFQ is being issued to solicit Statements of Qualifications (SOQs) from Contractors and qualified persons to design and/or construct residential living shorelines, oyster reefs, riparian buffers, rain gardens, conservation landscaping, and/or to evaluate, prune, or remove trees and brush at homes in the Elizabeth River watershed. The Elizabeth River Project encourages SWAM (Small, Woman and Minority Owned) Businesses to apply.
Living shorelines and riparian buffers provide shoreline protection during storm events, decrease erosion on vulnerable shorelines, provide vital habitat for native flora and fauna including the Virginia Oyster (Crassostrea virginica) and improve water quality by reducing sediment and nutrient levels in the Elizabeth River. Average living shoreline restoration projects completed through this program are around 1,500 sq. ft. and 130 linear ft. and riparian buffer plantings average 2,500 sq. ft. and 150 linear ft.
Rain gardens and conservation landscaping improve water quality in the Elizabeth River by taking in and treating stormwater with native vegetation and underground water treatment layers. These practices provide essential habitat and food for local songbirds and pollinators, while also converting turf grass areas into beautiful, low-maintenance gardens or planting strips. Rain gardens require excavation, backfilling with layers of stone and a BMP soil mix, and planting with native plants. The average rain garden completed through this program is 100 sq. ft. and captures 2,000 sq. ft. of runoff. Conservation landscaping is an alternative option for capturing stormwater runoff with native plants where excavation is not possible due to site conditions. The average size of conservation landscaping projects is 675 sq. ft.
Some sites require tree maintenance or removal prior to project installation. An arborist certification is required due to the proximity of worksites to the water. Contractors submitting qualifications for this type of work will be rejected without a certification. An arborist is required to manage trees and other woody plants as necessary along a living shoreline. This includes trimming and pruning trees, applying pesticides, removing dying trees, maintaining soil conditions, and identifying and treating diseased trees.
The completed projects will be used by the city (Norfolk, Chesapeake, or Virginia Beach) to count towards the city’s Total Maximum Daily Load (TMDL) goals and their MS4 permits. Each project will need to be re-verified by the Elizabeth River Project or another City contractor after five years to ensure the project is still functioning as a BMP. Final project reductions will be calculated by the Elizabeth River Project and reported to the respective City or funding agency.
The Elizabeth River Project conducts initial site visits with interested homeowners to review site conditions and determine the best plan moving forward. Cost-share funding is discussed, along with the timeline for the project. Depending on the project type, the Elizabeth River Project will often design the project, complete and submit all necessary permits, and coordinate with the contractor for installation. Due to its nonprofit status, the Elizabeth River Project can often acquire materials and plants for projects wholesale in order to reduce overall project costs. Elizabeth River Project staff are also willing to assist with project installations when required to provide training or volunteer opportunities. When projects are beyond our expertise or capacity, we will reach out to the contractor and request design, permitting, or installation assistance.
General contractor responsibilities include but are not limited to:
The Elizabeth River Project will use a one-phase process for the selection of the project Contractor. The Elizabeth River Project intends to shortlist the highest-ranked Contractors based on Statements of Qualifications (SOQ) submitted in response to this RFQ. Only the shortlisted Contractors will be asked for quotes to carry out specific projects as they arise.
A Project Selection Committee will be appointed by The Elizabeth River Project to review and evaluate the SOQs.
The Elizabeth River Project’s sole Point of Contact (POC) for matters related to the RFQ shall be Samantha Miller. All communications with the POC about the project or this RFQ shall be in writing via email. Contact information for The Elizabeth River Project POC is provided below.
Mrs. Samantha Miller
The Elizabeth River Project
4610 Colley Avenue
Norfolk, VA 23508
smiller@elizabethriver.org
The Elizabeth River Project disclaims the accuracy of information derived from any source other than the Elizabeth River Project POC, and using any such information is at the sole risk of the Contractor.
A Project Selection Committee will review the contractor’s qualifications. The evaluation of contractor qualifications will be based on the following considerations: Cover Letter, Experience with successful similar projects (50%), Qualifications of project team (30%), and Safety (20%). The Elizabeth River Project reserves the right to reject any or all qualification submittals for any or no reason without stating the reasons.
Items to be included in/with the Cover Letter include:
Describe the firm’s experience with construction of residential or commercial living shorelines, riparian plantings, rain gardens or similar landscaping practices. Provide examples for up to three active or past projects that are similar to the projects being proposed for residential homes through the River Star Homes Program. For each project, please prepare a succinct project summary including the following information: project name, location, description, illustrations, plant sources, cost, and reference contact information. Indicate if projects were completed on time and within budget. Indicate any cost control efficiencies achieved by the contractor. Indicate if the firm is experienced with a particular shoreline area or stormwater practices. Include whether the firm is inexperienced with a project type included in the request and is also interested in working with the Elizabeth River Project to learn how to construct these practices.
Present a list of key staff who will work on this project, indicating years of construction experience and any relevant certifications held by key team members such as Chesapeake Bay Landscape Professional Level 1 or 2. Describe any potential conflicts of interest in conducting this project. Identify whether your firm is a licensed woman-owned business enterprise or a minority business enterprise. Please also include Virginia Department of Professional and Occupational Regulation (DPOR) license details for any individual offering to practice professional services in Virginia as part of the proposed work. Such information shall include the name, address, registration type, registration number, and expiration date. Please indicate if your company is on the Federal Debarment List or listed in the Excluded Parties List System (EPLS).
Contractors shall provide sufficient information to enable The Elizabeth River Project to understand and evaluate the Contractor’s capability to provide a safe working environment for all individuals associated with the project, including the public. The Contractor and any proposed subcontractors shall provide a completed Safety Criteria Questionnaire (provided in Attachment A). The selected Contractor will be responsible for the health and safety of all workers under their control on the Project site.
Contractor shall provide a Certificate of Insurance showing they maintain at all times during the term of this agreement, the following policies of insurance:
COMMERCIAL GENERAL LIABILITY INSURANCE (“CGL”) with a limit of not less than $1,000,000 each occurrence, $2,000,000 general aggregate. CGL will cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and liability assumed under insured contract.
WORKER’S COMPENSATION INSURANCE providing coverage as required by applicable Federal and, or, States’ statutes, and Employer’s Liability Insurance. The limits of such policies will be at least $500,000 per accident/disease, and policy limit of $500,000.
AUTOMOBILE/MOTOR VEHICLE LIABILITY INSURANCE with a limit of not less than $2 million combined single limit; or, Bodily Injury $1,000,000 each person, $2,000,000 accident, and Property Damage $100,000 each accident. Such insurance must cover liability arising from any motor vehicle as defined by Commonwealth of Virginia laws and must include coverage for owned, hired, and non-owned motor vehicles, as well as uninsured and underinsured motorists.
PROFESSIONAL/ERRORS & OMISSIONS LIABILITY INSURANCE that will protect the Contractor against legal liability from alleged negligence or errors and omissions, including personal injury, which may arise from the performance of the Contractor’s duties and obligations under this contract, and for two years thereafter, whether such operations be by the Contractor, the Contractor’s staff, or by any Subcontractor or anyone directly or indirectly employed by either of them. The minimum acceptable limits of liability to be provided by such Professional Liability Insurance are $1,000,000 each claim, $2,000,000 aggregate.
CONTRACTOR’S POLLUTION LIABILITY INSURANCE with limits of at least $1,000,000 covering any sudden and/or non-sudden pollution or impairment of the environment, including clean-up and defense costs, that arise from the operations within the scope of this agreement.
The Contractor’s General Liability insurance policy shall name the Elizabeth River Project, its staff and board members as additional insured. All policies of insurance shall be written by insurance companies licensed to conduct the business of insurance in Virginia.
Contractors must submit one electronic PDF file by email by 11:59 p.m. on March 12, 2024, to The Elizabeth River Project, Samantha Miller at smiller@elizabethriver.org. Statement of Qualifications should not exceed 10 pages and failure meet this page limit may disqualify the Contractor from the evaluation process.
Late submissions will be rejected without opening, consideration, or evaluation, and will be returned unopened to the sender.
All qualification submittals and documents submitted by the Contractor shall become the property of The Elizabeth River Project. The Elizabeth River Project shall have no obligation to compensate any Contractor for any costs or expenses associated with the preparation or submission of any qualification submittal or in connection with any interviews or meetings with a Contractor.
Contractors are advised that The Elizabeth River Project reserves the right to conduct an independent investigation of any information, including prior experience, identified in an SOQ by contacting project references, accessing public information, contacting independent parties, or any other means. The Elizabeth River Project further reserves the right to request additional information from a Contractor during the evaluation of the Contractor’s SOQ. The Elizabeth River Project encourages SWAM (Small, Woman, and Minority Owned) businesses to apply.
The Contractor is responsible for providing all requested information in the order specified in Section 5.0. Failure to do so may disqualify the Contractor from the evaluation process.
Please note that the schedule may change for any reason without notice. If contractor cannot meet the mobilization date listed below, please indicate an alternative mobilization date in your package of qualifications.
| Activity | Date |
|---|---|
| RFQ Advertised | February 22, 2024 |
| SOQs are due | March 12, 2024, 11:59 PM |
| Board approval request | March 18, 2024 |
| Notification(s) of award | March 22, 2024 |
This RFQ is not a contract document and may not be relied upon to determine contract rights. The Elizabeth River Project and the Contractor selected by The Elizabeth River Project will enter into a Contractor Agreement to control the rights and obligations of the parties.