City of Santaquin REQUEST FOR PROPOSALS For Engineering Services for the East Side Booster Pump Station

Transcription

1 City of Santaquin REQUEST FOR PROPOSALS For Engineering Services for the East Side Booster Pump Station The City of Santaquin (the City ) hereby requests competitive proposals from qualified consultants ( consultant ) for engineering services relating to the overall design for converting the East Side Well house to a booster pump station. New booster pumps and appurtenances will be designed and constructed within the existing building, along with several hundred feet of piping connecting the existing culinary water system to the booster pump station. The project is located in Santaquin, Utah. Sealed proposals must be submitted to the Santaquin City, 275 West Main Street, Santaquin, UT 84655, by September 19, 2011, at 5:00 p.m. Submit two hard copies and one electronic copy in PDF format on CD, DVD or flash drive. Sealed proposals must be clearly marked East Side Booster, Attn: Dennis Marker on the outside of the package. Proposals received after the deadline will not be considered. A Pre-Proposal Conference will be held on Wednesday, September 7, 2011 at 11:00 am to discuss the project background and expectations. The Pre-Proposal Conference will be held in the Santaquin City Council Chamber located at 45 West 100 South, Santaquin, Utah. The City anticipates that following evaluation of submitted proposals, a consultant will be selected within one week of the submittal date. All responding consultants will be notified shortly thereafter. The City reserves the right to request oral presentations if the scoring and ranking results in a tie. Should this occur, consultants will be notified and given time to prepare for the presentation.

2 Introduction The City of Santaquin ( City ) is seeking the services of a qualified engineering consultant ( consultant ) with experience and expertise in the design of culinary water systems and booster pump stations. The awarded consultant will be responsible for performing engineering services as outlined herein. The East Side Well is a deep well that currently exists at the site of the planned East Side Booster Pump Station. Because of its limited capacity and water quality issues, it is necessary to discontinue use of the deep well as a drinking water source. It may be used in the future as a source of water for the City s pressure irrigation system. In the street adjacent to the East Side Well house there is a culinary water distribution pipeline that will be used to supply water to the new booster pumps (from a lower pressure zone than the East Side Tank serves). Funding Funding for this project will be provided by the Utah County CDBG Program and by Santaquin City. The consultant shall perform design services as well as prepare project documents and specifications for construction in a manner that meets the requirements of the funding agency (CDBG/HUD) and the City. City staff will administer EEO/DBE-related activities required of the owner by the funding agency during the construction phase of the project. Scope of Work The project consists of converting the East Side Well house into a booster pump station, and connecting piping from the existing culinary water distribution system to the booster pump station. The design will include a new, redundant 1000 gpm booster pump system and appurtenances to be constructed within the existing well house, a water main from the existing culinary water distribution system along Oh Henry Street (910 East) to the booster pump station, and a new section of 8-inch main line from the booster pump station to the East Side Tank supply line in Oh Henry Street (910 East). Design Phase Services Project Management, Coordination, and Communication The work includes those activities necessary to manage the project: meetings, coordination and communications with the City, the Utah County CDBG Program, and with the Utah Department of Environmental Quality, Division of Drinking Water (DDW); providing status reports and updates to the City; performing quality control on all work performed; and administrative activities related to the project. Topographic Surveying and Mapping of Existing System The Consultant will conduct a topographic survey of the project site and surrounding areas as necessary for design. The survey will identify surface and subsurface features needed to identify the locations of culinary water lines and structures integral to the design, as well as utilities or features which might conflict with the designed improvements. City of Santaquin East Side Booster Pump Station Page 2 of 9

3 Project Design The consultant will perform the full project design, which includes: modifications to the well house to convert it to a booster pump station, connections from the existing water system to the booster pump station, and connections from the booster pump station to the dedicated East Side Tank pipeline located in Oh Henry Street (910 East). The Consultant shall prepare and review the preliminary design and a technical report with the City. The technical report shall outline preliminary findings, including the following: 1. The Consultant's assessment of the adequacy of the project concept provided by the City 2. An assessment of adequacy of existing City utility drawings or documentation from administrative and/or system operation and maintenance agencies 3. Hydraulic calculations, including assumptions and evaluation results that verify system sizing and design parameters 4. Preliminary opinion of probable construction cost of the project 5. Summary of construction and operational permit requirements 6. Description of potential problems or concerns encountered or foreseen on the project 7. Any other information used to assess the overall project requirements The Consultant shall be responsible to prepare and submit necessary notification, plans, and applications to DDW. Note that system-wide hydraulic modeling is not part of this scope of work. At the final design stage the Consultant shall prepare plans, technical specifications, contract documents and a final engineer s opinion of probable construction cost as outlined below. The Consultant shall submit them to the City (4 sets) and to DDW (1 set) for review, comment and plan approval, and shall incorporate changes based on City and DDW comments. Design Drawings, Specifications, Contract Documents and Engineer s Opinion of Probable Construction Cost The consultant shall be responsible for the overall accuracy, technical competence, and general constructability of the design drawings and written specifications. 1. Design drawings (11 x 17 ) A. existing surface features and culinary water system improvements, including the proposed pipe alignment and locations of all major hydraulic structures; B. the extent, locations, and alignments of all surface and underground utilities in potential conflict with the project's construction; C. the locations of any existing residential or commercial buildings, or other facilities in potential conflict with the project's construction; D. the proposed piping and booster pump station improvements; E. the extent of any proposed earthwork associated with the booster pump station or associated piping; and F. any structures or culinary water piping to be abandoned, upgraded, or removed; and G. other design and details needed to fully communicate the design to the contractor 2. Technical specifications. Santaquin City standard specifications and drawings shall apply to the project. Technical specifications shall consist of modifications and or additions to City of Santaquin East Side Booster Pump Station Page 3 of 9

4 the standards as needed for this project, as well as information related to measurement and payment of bid items. 3. Construction contract documents. Construction contract documents shall be those prepared by the Engineers Joint Contract Documents Committee. All project design drawings, specifications and pertinent reports shall be reviewed, approved, and certified as good engineering practice and as meeting DDW standards by appropriately affixing the stamp and by the signature of a Professional Engineer licensed to practice in the state of Utah. Bidding Phase Services The Consultant will prepare the advertisement for bids; the City will place the advertisement. The Consultant will prepare copies of the bidding/contract documents (including plans and specifications), and will be responsible for distribution of the documents to planholders. During the advertising period, the Consultant shall conduct a pre-bid meeting and address contractor inquiries, and prepare addendums if needed. The Consultant shall attend the bid opening, tabulate bids, and make a recommendation regarding the award of the contract. Construction Phase Services During construction, the Consultant shall perform the following services: A. Administer the construction contract between the Owner and the Contractor B. Conduct a pre-construction meeting C. Perform periodic site visits to observe the progress and quality of the work. Note that City inspectors will observe construction on a day to day basis. D. Address questions or concerns that arise during construction E. Prepare field orders, work change directives and change orders as needed F. Review shop drawings and samples G. Review applications for payment and make recommendations for payment H. Review test results I. Participate in system startup operations J. Participate in a final review and issue a certificate of substantial completion K. Prepare record drawings L. Complete the items on the DDW Operating Permit Checklist and securing the operating permit on behalf of Santaquin City once construction is complete M. Perform additional tasks as may be requested by the City The City anticipates contracting directly with a materials testing firm during construction. City of Santaquin East Side Booster Pump Station Page 4 of 9

5 Proposal Format & Content Proposals shall be restricted to 8 pages, excluding the cover letter and resumes of key personnel as an appendix. Cover letter and resumes are limited to one page each. Minimum font size shall be 11 point. All pages shall be 8 ½ x 11. All proposals should include: A. A cover letter indicating the Consultant s willingness to enter into an agreement with the City. 1. An officer of the company who has the authority to commit the firm to the proposed project must sign this letter. The proposal must be signed in ink by a principal of the business who is authorized to execute any subsequent contract. The name of the principal and his/her business title will be included in the signature element in either type or print. Penciled signatures or notations will not be accepted. 2. The cover letter will include the full name, legal status (corporation, state of incorporation, partnership, proprietorship, etc.), business address of the Consultant, and telephone number. 3. Please include one or two addresses where you could be notified of project award status. B. Project Understanding/ Approach/Scope of Work (Design, Bidding and Construction Phases) 1. Describe your understanding of the project issues. 2. Describe your approach to the project. 3. Include a detailed scope of work, including key tasks, milestones, personnel involved, etc. 4. Describe the firm s quality assurance and quality control procedures. 5. Describe the firm s project management techniques, including schedule and cost control. 6. Discussion of any differences from the outlined scope of work that you would recommend, if any. Do NOT include costs or cost savings for these in the proposed fee (described below). If the City is interested in negotiating a change from the proposed scope to incorporate your recommendations, the City will negotiate a corresponding change in fee as well. C. Experience and Qualifications (Design, Bidding and Construction Phases) 1. Project-related experience of key personnel. 2. Recent work history for similar projects. Provide specific examples of similar projects and all applicable contact information, including owner, contractor, and other parties. 3. Identification and qualifications of subconsultant(s) (if necessary). Identify the portion of the work to be completed by the subconsultant. 4. Pertinent Consultant and Subconsultant licensing information. 5. Resumes of the proposed members of the project team who will be committed to the project. Resumes must include a description of the person s qualifications, professional licensing and past experience with similar projects, including the person s role on the projects. Place resumes in an appendix. D. Project work schedule (Design and Bidding Phases) 1. Include work schedule showing milestones, key tasks and anticipated meetings. E. Fee (Design and Bidding Phases) 1. Provide a breakdown of the proposed all-inclusive lump sum fee for the services performed during the Design and Bidding Phases of work, which includes all labor and overhead costs, subconsultant fees, profit, materials, expenses, and supplies. Provide the breakdown in the following categories: City of Santaquin East Side Booster Pump Station Page 5 of 9

6 a. Design Phase Services i. Project management, coordination, and communication ii. Topographic surveying and mapping of existing system iii. Project design b. Bidding Phase Services 2. The City plans for Construction Phase Services to be performed by the same consultant as Design and Bidding Phase Services, and to be paid for on a time and materials basis. Provide an estimate of the costs of Construction Phase Services. Include assumed duration of construction, estimated hours of work by employee or employee category, and hourly rates for each employee or employee category. 3. Santaquin City will pay the cost of any State permit fees. 4. Do not submit anticipated costs for any recommended modifications to the Scope of Work. Evaluation Criteria The City will evaluate proposals based on project understanding, qualifications, experience, schedule, and price. The City will evaluate each proposal and then recommend a firm and will award the contract based on the individual and comparative merits of each of the proposals received. It is the responsibility of the Consultant to ensure that the proposal complies with this RFP and provides the information requested therein. If the Consultant fails to provide any information requested in this RFP, such failure may result in either a lowered evaluation score of the proposal or disqualification of the proposal. The evaluation criteria shall be as follows: A. Project Understanding /Approach/Scope of Work (30 percent) B. Experience and Qualifications (40 percent) C. Schedule (10 percent) D. Fee (20 percent) City staff will review the proposals and make a recommendation to the City Council based on the evaluation criteria outlined above; the City Council will decide which Consultant to select, if any. Inquiries All inquiries relating to the specifications or proposal procedure should be submitted in writing to Dennis Marker, Santaquin City Planner, at dmarker@santaquin.org. Answers will be distributed in an addendum if necessary. City of Santaquin East Side Booster Pump Station Page 6 of 9

7 Other Information Conflict of Interest By submission of a proposal, the consultant agrees to ensure that, at the time of contracting, the consultant will have no interest, direct or indirect, that would conflict in any manner or degree with the performance of the consultant s obligations under the agreement. The consultant shall further covenant that, in the performance of the contract, the consultant shall not employ any person or subcontractor with any entity having any such interest. Licensing All applicable federal, state, and local licenses must be acquired before the contract is entered into. Licenses must be maintained throughout the entire contract period. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise shall be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms and information on registration may be obtained by calling (801) or toll free at , or by accessing: Reservation of Rights by City of Santaquin The issuance of this RFP does not constitute an assurance by the City of Santaquin that any contract will actually be awarded, and the City expressly reserves the right to: Waive any immaterial defect or informality in any response or response procedure Reject any and all proposals Reissue the Request for Proposal Invite additional respondents to the proposal Request additional information and data from any or all respondents Extend the date for submission of responses Supplement, amend, or otherwise modify the RFP, and cancel this request with or without the substitution of another RFP Disqualify any respondent who fails to provide information or data requested herein or who provides inaccurate or misleading information or data Disqualify any respondent on the basis of any real or apparent conflict of interest By responding to this solicitation, each respondent agrees that any finding by the City of Santaquin of any fact in dispute as to this solicitation or the responses thereto shall be final and conclusive, except as provided herein. Public Domain Consultants are advised that Utah law provides that, upon full execution of a contract subsequent to an RFP, the contents of the awarded proposal accepted by the City shall be subject to public disclosure and may become public records subject to examination by any interested parties in accordance to the Government Records Access Management Act (GRAMA), UTAH CODE ANN. 63G to 901(2009), et seq. In rare instances, trade secrets and proprietary information, recognized by the City as such, may be City of Santaquin East Side Booster Pump Station Page 7 of 9

8 protected from public disclosure if the Consultant submits a document with their proposal which clearly identifies a part of their proposals that they claim to be proprietary information, trade secrets, individual or non-individual financial information that may be protected under GRAMA. The document must contain a justification for the claim. Proposals in total will not be considered proprietary. All materials submitted by Consultants in response to the City s RFP will become the property of the City upon delivery and will be managed in accordance with GRAMA. Costs All costs associated with the preparation of the proposal, as well as any other related materials and delivery will be borne by the Consultant. All proposals become the property of the City. The City will not be responsible for said costs in any event, including but not limited to: termination of the project in whole or in part, or rejection of a proposal as non-responsive. Changes or Modifications Any changes or modification to the Request for Proposals will be accomplished in writing by addendum. Consultants submitting a proposal based on any information other than that contained in the City s RFP, or any addendum thereto, do so at their own risk. Receiving Proposals The City will administer receipt of all proposals and opening of the same. Proposals will be held, unopened, by the City in the same condition as received if delivered prior to the date and closing time designated in the RFP. After the closing time, only the identity of each Consultant will be made public. If only one proposal is received in response to the City request, the City may recommend an award of a contract to the single consultant if the conditions cited above are met. Alternatively, if time permits, the City may re-solicit for the purpose of obtaining additional proposals. Consultants are advised that no services will be provided until a written contract is signed by all parties. Consultants may modify or withdraw their proposals at any time prior to the closing time. The City requests that any desire to retrieve a proposal for the purpose of withdrawing or to modify a proposal must be submitted in a written request to the City of Santaquin. EEO Requirements Respondent, by submission of a proposal, agrees to not discriminate against any worker, employee, application subconsultant or any member of the public because of race, color, gender, age, national origin, or disability, or otherwise commit an unfair employment practice. Respondent further agrees to comply with all Federal, State, and Local equal employment opportunity requirements. Financial Requirements Prior to negotiating an agreement, the selected Consultant and their subconsultants will be required to submit certified hourly rates and their last years financial information and overhead schedule in accordance with the Federal Acquisition Regulations (FARs) and the most recent version of the AASHTO Audit Guide. City of Santaquin East Side Booster Pump Station Page 8 of 9

9 Ambiguity, Conflict, or Other Errors in the RFP If a consultant discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, consultant shall immediately notify the City of Santaquin of such error in writing and request modification or clarification of the document. The City will make modifications by issuing a written addendum and will give written notice to all parties who have received this RFP from the City. The Consultant is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the proposal or it shall be waived. Insurance Requirements Prior to the commencement of performance, the successful consultant shall furnish to the City of Santaquin a certificate of insurance for workers' compensation and professional liability, (errors and omissions) with limits of not less than $1,000,000. Unlawful Employment of Aliens By submitting a proposal in response to this RFP, Consultant certifies that it does not and will not, during the performance of a resulting contract, knowingly employ or subcontract with any entity which employs workers in violation of 8 U.S.C. 1324a. Consultant agrees to produce, at the City s request, such documents which are required to verify compliance with applicable federal and state laws. If the Consultant knowingly employs workers in violation of 8 U.S.C. 1324a, such violation shall be cause for unilateral cancellation of the contract between Consultant and the City. In the event this contract is terminated due to violation of 8 U.S.C. 1324a by the Consultant or by a subconsultant of the Consultant, the Consultant shall be liable for any and all costs associated with such termination including, but not limited to, any damages incurred by the City, as well as attorney s fees. City of Santaquin East Side Booster Pump Station Page 9 of 9