REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS ALTERNATIVE COVER DEMONSTRATION: DESIGN; BIDDING; AND CONSTRUCTION; PHASE ENGINEERING SERVICES Chester County Solid Waste Authority

2 Table of Contents 1 Public Notice 2 2 Introduction 2 3 Background Information 3 4 Proposal Requirements 4 5 Scope of Services 6 6 Site Visits 8 7 Receipt of Proposals 8 8 Evaluation Criteria 8 Attachments August 15, 2012 CCSWA Page 1

3 1 Public Notice CHESTER COUNTY SOLID WASTE AUTHORITY LANCHESTER FACILITY ALTERNATIVE COVER DEMONSTRATION CONTRACT NUMBER REQUEST FOR PROPOSALS Sealed Proposals for design, bidding, construction and post construction phase engineering services for Area D, Cell 3 Alternative Cover System Demonstration will be received by Chester County Solid Waste Authority (Authority) at the office of the Authority, 7224, Division Highway (RT 322), Narvon, PA until 4:00 p.m. local prevailing time on September 12, The Request for Proposals (RFP) and the attachments can be viewed on the Authority's web site at To view the RFP please carefully follow the link for RFP/BIDS. Copies of the Request for Proposals and the attachments may be examined at the Authority's office. Copies may also be obtained via by contacting Owen R. Esterly, P.E., Facility Engineer : oesterly@chestercswa.org. CHESTER COUNTY SOLID WASTE AUTHORITY Robert A. Watts, Executive Director 2 Introduction 2.1 Lanchester Landfill: The Authority owns and operates a 600-acre landfill facility known as the Lanchester Landfill (the Landfill). The Landfill is located in Honey Brook Township, Chester County and Caernarvon Township, Lancaster County. Solid waste management operations at the Landfill include: two active landfill units known as Areas C and D; leachate colle ction and treatment; leachate re-circulation; landfill gas collection and conveyance; and two landfill gas flare stations. A recycling drop-off facility and a leaf composting facility are also located at the landfill. A landfill gas recovery plant is also located at the Landfill. This plant is operated by Granger Energy, a private landfill gas developer. Closed landfill units located at the Landfill are monitored and maintained in accordance with applicable post closure care requirements. The property has served as a regional waste disposal facility since the 1950s. 2.2 Alternative Cover System: The Authority is planning for the installation of approximately 6.75 acres of alternative cover system. The alternative cover system will utilize Closure Turf (CT) as a substitute for a conventional final cover system. The alternative cover system will be installed on the Area D, Cell 3 landfill and the northeastern portion of the Area B landfill. I n order to implement this demonstration facility the Authority will require consulting assistance. The requisite consulting assistance will include design, bidding, and construction phase engineering services. The purpose of alternative cover system is an attempt to August 15, 2012 CCSWA Page 2

4 demonstrate CT s effectiveness in satisfying or exceeding the regulatory performance requirements found in 25 PA Code Delivery System: The Authority anticipates that construction of the Alternate Cover System will be accomplished through the conventional design -bid-build process with the exception of the purchase of the CT materials. It has already been determined that the CT materials are proprietary manufactured products that are exempt from the comparative bidding requirements of the Municipal Authority s Act. Accordingly, public bidding for the proprietary materials will not apply. It is anticipated that installation of the CT materials will be performed by authorized representatives of the products manufacturer. However, the installation services will remain subject to the competitive bidding processes. 2.4 Other Demonstration Facility Services: Other services that are excluded from this RFP include: Resident Project Representative Services (RPR); Construction Quality Assurance Services (CQA); and Post-Construction Phase Services. The RPR and CQA Services will be needed in order to assist the Authority administer the construction contract and to prepare and deliver the requisite PADEP Certification Report. The Post-Construction Phase Services will be required following the construction in order to monitor, document and evaluate the performance of the CT cover system for a two year period following the initial installation. The Post-Construction Phase Services will also include the preparation of a Final Report concerning the findings of the demonstration project. It is anticipated that separate RFPs for these other services will become available at the appropriate time in the future. 2 Background Information 3.1 Applicable Permit: On September 17, 2011 the Pennsylvania Department of Environmental Protection (PADEP) issued a demonstration facility permit for the use of Closure Turf as an alternative cover system for Area D, Cell 3 and the northeastern portion of the Area B. Details regarding the Demonstration Facility Permit and the proposed alternative cover system can be found in the Authority s Permit Modification Application (PMA) prepared by the ARM Group and dated February 2011 and the other documents listed in the September 16, 2011 Demonstration Facility Permit. 3.2 Planning and Permitting Phase Engineering Services: The ARM Group of Hershey, PA has furnished the Authority with the requisite planning and permitting phase engineering services. These services have included the preparation of the demonstration facility permit application and other permit related documents. 3.3 Attached Documents: The following documents are attached and made a part of this RFP. Please refer to these documents for additional background information concerning the nature of requested services: 1. The Authority s Standard Consulting Agreement Form. 2. EJCDC Publication No , Exhibit A, 1996 Edition 3. PADEP Demonstration Facility Permit, dated September 16, August 15, 2012 CCSWA Page 3

5 4. Demonstration Facility Permit Application dated February 2011, including the application summary, forms, and appendices. 5. Demonstration Facility Permit Application Drawings 6. ARM s Response to the Department s June Technical Review Letter 7. Area D, Cell 3 Topographic Survey Drawing prepared by Ludgate Engineering Corporation and dated July 18, The attachments listed above can be viewed on-line by following the link for RFP/BIDS. In addition, a paper copy of the documents listed above will be available for review at the Authority s office. 3.4 Project Schedule: The Authority proposes the following target dates: Final design phase - Second half of 2012; Bidding phase - First quarter of 2013; Construction phase- Last three quarters of 2013; Post construction phase 2014 and Questions: All questions concerning this RFP must be submitted in writing, either via fax or . Each question shall include a reference to the specific page or section number of the RFP in question. Questions concerning any of the attachments to the RFP shall likewise be submitted in writing and shall include a specific page or section reference. Questions should be sent to the attention of Owen R. Esterly, P.E. ( oesterly@chestercswa.org; or fax (610) Proposal Requirements The proposal shall include the following information: 4.1 Qualifications and Experience Statement: Consultants shall demonstrate experience and qualifications to provide the requested services. Consultants shall also demonstrate the ability to furnish qualified and experienced staff. Proposals that fail to demonstrate the ability to furnish the necessary experience, personnel and equipment required for the project will be considered non-responsive. At a minimum the Consultant must demonstrate that it meets or exceeds the following minimum qualifications: Five years of recent design, bidding, construction and post-construction phase engineering experience on conventional Final Cover System projects. Five years of recent experience providing landfill engineering services on behalf of public landfill clientele. Three landfill engineering service engagements within the Commonwealth of Pennsylvania during the last five years. Two engineering engagements during the last five years involving alternative cover system evaluations, planning, permitting, design, or construction. Two engagements during the last five years involving regulatory demonstration permits or projects. August 15, 2012 CCSWA Page 4

6 Proposals from firms that have been found in default or terminated for cause on a public contract during the last five years will not be accepted o r considered for this contract. 4.2 Availability and Commitment Statement: The proposal shall include a statement concerning the Consultants availability to perform the requested services within the Project Schedule. Any potential availability conflicts for the key personnel identified in the organizational chart shall be identified. The Statement shall also describe the Consultant s level of commitment to the Authority and this pr oject. 4.3 Project Understanding Statement: The proposal shall include a Statement to generally describe the Consultant s understanding of the project in terms of its nature, complexity and critical challenges. The Statement shall describe the Consult ant s understanding, approach and abilities to help the Authority achieve the following goals: Quality and value in the final constructed project; Full regulatory compliance throughout all phases; Budgetary control and timely completion of the project; The Statement shall indicate that the Consultant understands that other work outside of the scope of this project must continue without impediments or delays. The cooperation of the Consultant is required. 4.4 List of Prior Engagements: The proposal shall include a list of the Consultant s engagements within the last five years providing similar and comparable landfill engineering services. The list of engagements shall include cover system projects constructed within Pennsylvania or adjoinin g States. Any specific landfill engineering experience within PADEP s South-Central Region during the last 5 years should be identified. Any public landfill engineering services performed during the last 5 years should also be identified. 4.5 Project Organization: A project organizational chart shall be included in the proposal to identify key personnel and their designated roles. 4.6 Resumes: Resumes of key personnel listed in the organizational chart shall be included in the proposal. The assignment of appropriately qualified and experienced individuals is essential. Resumes that do not demonstrate the required experience and qualifications for a particular assignment or function may cause the proposal to be considered non-responsive 4.7 Form of Agreement: The Authority's Standard Consulting Agreement form will be used. Please be aware that the Authority s policy does not allow for any exceptions or modifications to this agreement form. Consultants should review the agreement form carefully. The proposal must indicate the Consultant s understanding of the Authority s policy and indicate acceptance of the agreement form. 4.8 Cost Proposal: The Cost Proposal shall include a detailed breakdown of the Consultants proposed cost of the work and other direct expenses. The breakdown shall identify the August 15, 2012 CCSWA Page 5

7 standard hourly rates and number of hours proposed for all key personnel. Costs shall be provided for each task listed in the Scope of Work. 5 Scope of Services In general the services to be provided under this Request for Proposals shall provide the Authority with a greater degree of confidence that : the final constructed project conforms to the requirements set forth in the Construction Contract Documents ; and the integrity of the design engineers intent for the project as a functioning whole is satisfied, implemented and preserved by the Contractor. The specific tasks include the following: TASK 1: Data Collection & Review: Meet with the Authority within 10 days of project authorization or at another agreeable time to research, investigate, collect and review the Authority s existing documents. The Consultant may borrow these documents and may copy all or portions of them. All original documents must be returned to the Authority. More recent documents are available in digital format. The Authority will furnish the Consultant with a relatively recent design survey, prepared by the Authority's surveying contractor. The Consultant shall review the design survey in detail, perform a field verification of the survey, identify and list any additional survey needs required for the design of the project. The Consultant shall also identify the need for any additional reports, investigations or other services are needed such as: explorations and te sts of subsurface conditions. The Authority will furnish labor and equipment to perform the necessary explorations or tests. The Consultant shall provide personnel to monitor and record information from the explorations and assist with sampling. Reasonable and prudent testing costs, if any, will be the responsibility of the Authority. Such costs are not required in this proposal, If needed; the Consultant will be expected to request a minimum of three written quotations for such services. The quotations wil l be furnished to the Authority. The Authority will issue authorizations directly to such venders. The consultant shall review and become entirely familiar with the Authority s front end documents including the Instructions to Bidders, Bid Forms, General Conditions and Supplementary Conditions. Before initiating the Final Design Phase, the Consultant shall confirm to the Authority that the Data Collection and Review task has been fully completed and that the need for additional surveys, explorations, subsurface investigations, tests and data collection is not needed. It is essential that an adequate level of effort be proposed for this task. TASK 2: Final Design Phase: Prepare a final design in a format suitable for public bidding. The final design documents shall be prepared in general conformance with EJCDC Publication No , Exhibit A, Section A1.03 and shall include a Construction and Manufacturing Quality Assurance Plan. August 15, 2012 CCSWA Page 6

8 The Authority requires that detailed specifications prepared under th is contract, which reference manufacturers names as an acceptable standard, must include the names of a minimum of two manufacturers, in addition to the term or approved equal. Proprietary materials such as Closure Turf are exempt from this requirement. In the case of specifying off-site soil and stone materials, a minimum of two qualified and locally available sources must be named in addition to the term or approved equal. The Authority prefers that the use of typical and/or not -to-scale design details be avoided on the bid drawings. All cross-sectional design details shall be drawn to a specific scale. Cross-sectional views of each cover system terminations and anchor t rench locations are required. Progress documents shall be submitted at various stages of the project, for Authority review and evaluation. Such documents shall be submitted as DRAFT. Three copies of all DRAFT documents will be required for the Auth ority s use and review. Progress documents shall be delivered at the 30%, 60%, 90% complete milestones. In addition to the kick-off meeting, the proposal shall provide for three progress meetings. These meetings will be scheduled to coincide with the sub mittal date of progress documents listed above. In general, the meetings will follow each submittal by approximately 2 weeks. This task will include appropriate and necessary editing of the Authority s standard front end documents, including preparation of the Notice to Bidders, the Bid Forms, Agreement Form and the Supplementary Conditions. In addition the Consultant will be responsible for coordination and organization of the Division 1, General Requirements section of the specifications with the Authority s General Conditions and other front end documents. Redundancies and inconsistencies shall be eliminated to the fullest extent. TASK 3: Bidding and Negotiation Phase: Provide services as generally described in EJCDC Publication No , Exhibit A, Section A1.04. For the purpose of this proposal, please assume that the Authority will require the Consultant to copy, produce and deliver 20 sets of the completed bidding documents for bidding purposes. It is anticipated that each bidder of the construction contract will be provided with a copy of the bid drawings in a digital format suitable for the use of bidders. The digital documents shall be adequately detailed such that bidders can calculate and quantify all aspects of the work using readily available estimating software programs. A complete copy of all digital files of the final bidding documents and all addenda shall be furnished to the Authority before the conclusion of the bidding phase and the award of the construction contract. These drawings shall be furnished in Auto-CAD format. Text documents shall be in MS Word format. August 15, 2012 CCSWA Page 7

9 TASK 4: Construction Phase: Provide services as generally described in EJCDC Publication No , Exhibit A, Section A1.05: A4; A8; A10; and A11. Services shall al so monthly visits to the site at various stages of construction in order to observe the progress of the work and better carry out other assigned duties and responsibilities. Participation in the final inspection is also required in order to provide the CCS WA with a greater degree of confidence that the completed work conforms to the integrity of the design. 6 Site Visits Consultants that want to become more familiar with the project site are invited to attend one of two informal site tours. The first site tour will be held on Monday, August 27, 2012 at 1 PM. The second will be held on Wednesday, August 29, 2012 at 10 AM. Participation in the site tours is not mandatory. 7 Receipt of Proposals Three (3) copies of the Proposal shall be delivered to the Authority s office no later than 4:00 PM on Wednesday, September 12, Proposals shall be addressed to: Owen R. Esterly, P.E. Facility Engineer Chester County Solid Waste Authority 7224 Division Hwy. Narvon, PA Evaluation Criteria The Authority's selection committee will review the Proposals. The selection committee will first verify that the proposals satisfy and demonstrate the minimum qualifications required. Any proposals that do not satisfy the minimum qualification requirements will be considered to be nonresponsive. Those Proposals that are found to satisfy the minimum qualification requirements will be evaluated on the basis of the following evaluation criteria: Cost proposal- 20% Qualifications and Experience Statement-20% Project Organization, including staffing and personnel - 20% Responsiveness to the RFP- 20% Ability to achieve quality and value in final constructed project - 20% August 15, 2012 CCSWA Page 8