Request for Proposals

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1 Request for Proposals The Marina Coast Water District wishes to contract for an individual or firm to prepare Master Plans and Capacity Fees for Sewer, Water and Recycled Water Proposals due 4:00 PM October 19, 2016 Proposals should be sent electronically to: Michael Wegley, PE at Proposals sent by mail must be directed to: Marina Coast Water District 11 Reservation Road Marina, CA ATTN: Michael Wegley, PE

2 I. INTRODUCTION The Marina Coast Water District (District) is requesting proposals from qualified individual(s) or firm to prepare Sewer, Water and Recycled Water Master Plans (Master Plans) and Capacity Fee Study suitable for: Ensuring adequate sewer collection and pumping systems available to meet wastewater demands, Ensuring adequate water extraction, disinfection, storage and distribution systems available to meet municipal potable water demands, Ensuring adequate recycled water conveyance, storage and distribution systems available to meet municipal nonpotable demands, Minimizing the negative effects of potential peaks, shortages, and district expansion, Use in determining rates within the planning horizon for the Districts Central Marina and Ord Community cost centers, and Ensuring adequate capacity fees to meet the different growth and redevelopment demands of Central Marina and Ord Community. The selected consultant shall perform the tasks specified in the "Scope of Work" section of the Request for Proposals (RFP). The consultant is encouraged to suggest additions or modifications to the scope that will enhance or clarify the Master Plans and the suggestions should be incorporated into the proposal. The District is seeking to enter into a Professional Services Agreement with an individual or organization to provide the services described in section III. II. BACKGROUND The Marina Coast Water District currently provides water and wastewater collection service to 36,000 40,000 residents for a service area in and adjacent to the City of Marina, on the former Fort Ord, and to the former Ord Military Community. The District plans to provide recycled water conveyance system within the service area that also includes the Cities of Seaside, Del Rey Oaks, Monterey and the County of Monterey. Agencies and customers served include California State University Monterey Bay, Monterey Peninsula College, UC MBEST and the US Army. The recycled product water will also be used by the Monterey Peninsula Water Management District to recharge the adjudicated Seaside basin. The District currently pumps all of its water supply, approximately 4,200 acre feet of water (both Marina and Ord Systems) annually from groundwater wells through approximately 8,000 connections. The District also conveys in excess of two million gallons per day of sewage to the Monterey Regional Water Pollution Control Agency for treatment that will become product water. The District assumed responsibility for operation of the water and wastewater utilities on Fort Ord pursuant to a water/wastewater facilities agreement dated March 13, In October 2001, title to the Ord Community Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 2

3 water and wastewater facilities was conveyed to the District. Although, there are inter-tie connections between the Marina and Ord systems, the Marina and Ord Community service areas are still maintained as separate operations, with separate financial records and accounts. The District has developed capital improvement programs for both the Marina and Ord Community service areas. The District completed its 2015 Urban Water Management Plan (UWMP) in June Copies of that Plan and Appendices are available for review at the District s office and on the District s website at: Previous Master Plans for the District include: Marina Wastewater Collection System Master Plan, Winzler & Kelly, February Ord Community Wastewater System Master Plan, RBF Consulting, July 19, Marina Coast Water District Water System Master Plan, Carollo Engineers, November Water Distribution System Master Plan Ord Community, RBF Consulting, June Other related reports and studies including Water Supply Assessments, General Plans, Housing Elements and Environmental Impact Reports referenced in the 2015 UWMP will have to be researched and referenced to update and prepare the Master Plans and Fee Study. III. SCOPE OF WORK 1. Review and coordinate with appropriate agencies and businesses including but not limited to the current District, Monterey County Water Resources, City of Marina, City of Seaside, City of Del Rey Oaks, City of Monterey, County of Monterey, U.S. Army, CSU Monterey Bay, UC Monterey Bay Education, Science and Technology Center, Monterey Peninsula College, California Coastal Commission, California State Parks, Fort Ord Reuse Authority (FORA), California American Water Company, Monterey Regional Water Pollution Control Agency, Seaside Community Sanitation District and Monterey Peninsula Water Management District: a. General Plans; Urban Growth Plans; Regional Urban Design Guidelines; Master Plans; Sustainability Plans; Climate Change Plans; Engineering Procedures, Guidelines and Design Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 3

4 Requirements, associated with wastewater collection and the production and consumption of water and recycled water services that will ensure adequate services provided by the District. 2. Review the District Code, other jurisdictional codes within the District boundaries and other appropriate laws and regulations, as necessary. 3. Review the District 2015 Urban Water Management Plan, Marina Wastewater Collection System Master Plan, Ord Community Wastewater System Master Plan, Marina Coast Water District Water System Master Plan, Water Distribution System Master Plan Ord Community, and review data including service area populations, water production, customer class water use and conservation associated with services. 4. Review the current District sewer and water capacity fees for Marina and the Ord Community cost centers. 5. Identify new and proposed forecasts including but not limited to wastewater discharge, water supply, augmented water production and consumption estimates. 6. Identify and suggest capital projects with tables, figures and maps. 7. Develop project cost estimates for the planning design and construction phases and recommend scheduling adjustments in the District five year and out year (through year 20) capital improvement project program and action plan. Assign costs to be covered by rates and costs to be recovered through capacity fees. 8. Provide a Wastewater System Master Plan, Water System Master Plan and Recycled Water System Master Plan which the District can use for forecasting and planning the Marina and Ord Community service areas as separate operations, with separate Capital Improvement Programs and financial accounting 9. Review current debt service and five-year capital improvement projects, and propose financing action plan for current status, as well as increases in future debt service from financing of capital improvement projects. 10. Prepare a schedule of sewer, water and recycled water capacity fees for Marina and the Ord Community cost centers that will ensure recovery of actual costs five years into the future and compare them to existing fees. Provide a comparison of current and proposed capacity charges against surrounding public agency water and wastewater purveyors. 11. Prepare administrative draft, draft, and final sewer, water and recycled water study reports summarizing work performed and recommendations. 12. Prepare public notices in accordance with California requirements. 13. Present draft sewer, water and recycled water reports and final reports to the Fort Ord Reuse Authority Water and Wastewater Oversight Committee. 14. Present draft reports at a public meeting and final reports at public hearing(s) of the MCWD Board of Directors for the adoption of capacity sewer, water and recycled water capacity fees. Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 4

5 IV. MASTER PLAN and FEE STUDY REQUIREMENTS The study is to be performed in conformance with the following policy directions: 1. Any recommended Plan shall be based on District Code, Monterey County Water Resources Act, State of California laws, regulations, guidelines and requirements for Municipal Water, Recycled Water and Wastewater. 2. Identify those portions of the previous Master Plans that may require updated planning and design criteria, condition assessments, investigations, analyses, and evaluations. 3. Identify those portions of the previous Master Plans that may require updating and additional funding of capital costs and share of funding through rates and/or fees. 4. The Water and Recycled Water Master Plan and Fee studies shall consider and make provisions for the following factors: a. Projected customer demands for water and nonpotable water. b. Availability of supplies, e.g. potable water, recycled water and augmentation. c. Requirements of the California law, State Water Resources Control Board and Department of Drinking Water regulations and any other guidelines that may apply. d. Other impacts as identified. 5. The Waste Water Master Plan and Fee study shall consider and make provisions for the following factors: a. Projected customer wastewater discharge flows. b. Gravity flow and force main pumping. c. Requirements of California law, State Water Resources Control Board and Regional Water Quality Control Board regulations and any other guidelines that may apply. d. Other impacts as identified. 6. The recommended Plans and Capacity Fees shall be consistent with industry practices for Master Planning and for utility rate making in California. The studies shall recommend Plans and Fees based upon standard practices that meet the criteria and State guidelines. 7. Recommend and justify any special classes of Fees under the recommended rate structure. 8. The recommended rate structure shall result in no decrease in stability of revenue stream, as compared to the current rate structure. 9. The recommended Plans and Fees shall be easy to administer and understand. 10. Any proposed Plan and Fee shall take into consideration the District s operational capabilities. V. STUDY ELEMENTS Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 5

6 In making Masterplan and Capacity Fee recommendations, the final reports and plans shall explicitly include the following elements and analysis for the Marina and Ord Community cost centers: A. Sewer 1. Introduction and Overview. Background, history, purpose and legislative updates of the Plan; Background, location and history of District formation, expansion and connection of Marina and Ord Community sewer systems; redevelopment of Fort Ord and other land use jurisdictions and relationship with other regional planning efforts; and future plans for expansion. 2. Existing Information. Existing land use and planning information; Public participation, agency coordination and outreach in plan development, adoption, implementation and compliance. 3. System Description. General description of gravity sewer, lift stations, force mains and any other facilities, subparts and service areas networks; location and service area maps, climate, population and demographics. 4. Wastewater Discharge. Wastewater generation & forecasting; projected wastewater constituents, flow monitoring, growth and development and land use projections and detailed forecasts; by service area, jurisdictions and jurisdiction codes, ordinances and climate change. 5. System and Facilities Evaluation. Wastewater flow monitoring, pipe, manhole and lift station inspection and evaluation including and not limited to civil, mechanical, electrical and instrumentation. 6. Design Criteria and Wastewater Modeling. Develop design criteria and wastewater flow forecasts, development densities, use factors, hydraulic capacity factors. Determine hydraulics for gravity pipe, force mains, manholes; and pump station capacities to develop hydraulic modelling. Develop modelling criteria, input parameters, develop model, calibrate and analyze flow sceanarios. 7. Sewer System Evaluation. Provide overview results of the sewer system evaluation and recommend system improvements. 8. Capital Improvement Program. Recommend system projects, estimated costs, and cost allocations based on service area and relation to growth and/or existing deficiencies. Prioritize projects and develop scenarios based on population growth and development forecasts for rate and fee structures. 9. Capacity Fees. Recommend Capacity Fees to recover the capital costs of facilities needed to serve growth and new customers using standard capacity fee methodology and meeting state regulations for the reasonable cost of providing service. Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 6

7 B. Water 1. Introduction and Overview. Provide the background, history, purpose and legislative updates of the Plan; Background, location and history of District formation, expansion and intertie of Marina and Ord Community water systems; redevelopment of Fort Ord and other land use jurisdictions and relationship with other regional planning efforts; and future plans for expansion. 2. Existing Information. Provide existing land use and planning information, public participation, agency coordination and outreach in plan development, adoption, implementation and compliance. 3. System Description. Provide a general description of water system, subparts, zones, wells, pump stations, reservoirs, pressure reducing valves, distribution system and service areas networks, location and service area maps, 4. Water Usage. Water demand, use and deliveries; projected water demands; by service area, jurisdictions and use scenarios land use jurisdiction codes, ordinances and land use plans. Demand changes due to recycled water availability and climate change. 5. Supply Sources. Existing and Planned Sources of Water, Groundwater, Surface Water, Stormwater, Exchanges or Transfers, Future Water Projects, Basin Management, and Climate Change. 6. Planning and Design Criteria. Water Quality, Seawater Intrusion, Groundwater Contamination, Water Supply Capacity, Storage Requirements Operational, Fire, Emergency and Total Storage, Service Pressures, Mains and Peaking Factors. 7. Water Demand Projections. Provide Existing and Planned Land Use, Water Demand Factors and Projections. 8. Supply and Storage Evaluation. Evaluate Supply Capacity, Water Rights and Augmentation, Storage Capacity and Proposed Reservoirs. 9. Hydraulic Analysis. Provide Model Development and Calibration, Results of Hydraulic Analysis, Modeling of Future System and Projected Demands. Recommended Improvements, Projects and Project Information. 10. Capital Improvement Program. Recommend system projects, estimated costs, and cost allocations based on service area and relation to growth and/or existing deficiencies. Prioritize projects and develop scenarios based on population growth and development forecasts for rate and fee structures. 11. Capacity Fees. Recommend Capacity Fees to recover the capital costs of facilities needed to serve growth and new customers using standard capacity fee methodology and meeting state regulations for the reasonable cost of providing service. C. Recycled Water Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 7

8 10. Introduction and Overview. Provide the background, history, purpose and legislative updates of the Plan; Background, location and history of District formation, redevelopment of Fort Ord and other land use jurisdictions and relationship with other regional planning efforts; and future plans for expansion. 11. Existing Information. Provide existing land use and planning information, public participation, agency coordination and outreach in plan development, adoption, implementation and compliance. 12. System Description. Provide a general description of recycled water system, subparts, zones, pump stations, reservoirs, pressure reducing valves, distribution system and service areas networks, location and service area maps, 13. Water Usage. Available existing irrigation water demand, use and deliveries; projected recycled water demands; by service area, jurisdictions and use scenarios land use jurisdiction codes, ordinances and land use plans. Demand changes due to climate change. 14. Supply Sources. Existing and Planned Sources of Recycled Water, Surface Water, Stormwater, Exchanges or Transfers, Future Water Projects, Basin Management, and Climate Change. 15. Planning and Design Criteria. Water Quality, Supply Capacity, Storage Requirements, Service Pressures, Mains and Peaking Factors. 16. Water Demand Projections. Provide Existing and Planned Recycled Water Use, Demand Factors and Projections. 17. Supply and Storage Evaluation. Evaluate Supply Capacity, Storage Capacity and Proposed Reservoirs. 18. Hydraulic Analysis. Provide Model Development and Calibration, Results of Hydraulic Analysis, Modeling of Future System and Projected Demands. Recommended Improvements, Projects and Project Information. 12. Capital Improvement Program. Recommend system projects, estimated costs, and cost allocations based on service area and relation to growth and/or existing deficiencies. Prioritize projects and develop scenarios based on population growth and development forecasts for rate and fee structures. 13. Capacity Fees. Recommend Capacity Fees to recover the capital costs of facilities needed to serve growth and new customers using standard capacity fee methodology and meeting state regulations for the reasonable cost of providing service. VI. SERVICES TO BE PROVIDED BY CONSULTANT 1. Review existing plans and related documents. Conduct a detailed review of the existing Marina and Ord Community Sewer, and Water Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 8

9 Master Plans, Fee Study and available District documents and related documents of other agencies, and develop a general familiarity with the District s sewer and water system. Conduct a detailed review of the Regional Urban Water Augmentation Plan (RUWAP) documents, available District documents and related documents of other agencies, and develop a general familiarity with the District s recycled water system. 2. Attend Meetings. Attend a kick-off meeting to begin the project. Meet or confer with staff as needed. Attend two meetings of the Board of Directors to present an interim status of the study and obtain their input, and also one meeting to present the final draft of the Reports and Plans. Prepare related graphics, composite development land use and demand maps, and Geographic Information System (GIS) shape files. Attend one public hearing (and a second meeting if the hearing is continued from the first) where the Sewer, Water and Recycled Water Master Plans are considered for adoption. 3. Coordinate with District s Customer Jurisdictions. Notify and engage customer jurisdictions and agencies to determine projected master plan changes for the planning period by 1 year increments through the year Provide drafts to jurisdictions and agencies with 30 days to respond. 4. Conduct Analysis. Conduct analyses as required to address the scope of work. 5. Prepare Administrative Draft Plans, Cost Estimates and Reports. a. Prepare administrative draft plans, study reports and tentative fee cost impacts for staff review. b. Submit electronic copy of the administrative draft plans, estimates and reports. c. Meet with staff to review the administrative drafts. 6. Prepare Public Review Draft Plans, Cost Estimates and Reports. a. Incorporate changes pursuant to comments received from staff during the administrative draft review. b. Prepare Study Session Public Review Drafts. c. For each draft master plan, submit one electronic copy and submit 10 bound copies for a Board of Directors Study Session. d. Attend and present at the Board of Directors Study Sessions. e. Incorporate changes pursuant to comments received from Board of Directors during the Study Sessions. f. Incorporate changes pursuant to comments received from the Board of Directors during the Study Sessions. g. Prepare Public Hearing Review Drafts. h. For each draft master plan, submit one unbound copy, 20 bound copies, and one electronic copy. i. Attend and Present the Draft Master Plans and Fees to the Board of Directors at the Public Hearing held at a regularly scheduled Board Meeting. Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 9

10 j. Attend and present at the continuation of the Public Hearing if scheduled to another Board Meeting. k. Meet with staff to review the Public Review Draft Plans. 7. Prepare Final Plan Report. a. Incorporate changes pursuant to comments received at the Board presentation and during the 30-day comment period. b. Submit one unbound copy, 20 bound copies, and one electronic copy. c. Present the final Plan report and recommended Plan to the Board of Directors at a regularly scheduled Board Meeting. d. Receive Board corrections and changes for adoption of the Final Plan Report. e. Incorporate Board corrections and changes for the adopted Final Report and provide 25 bound copies of the Board adopted Plan Report and one electronic copy. 8. Time Schedule. Supply a time schedule for developing the preliminary and final reports and Plan adoption. The final report shall be delivered to the District within 180 days or sooner. 9. Public Relations and Outreach. Provide suggestions to the District for ways to obtain the understanding and support of our customers, jurisdictions, other agencies and stake holders for adoption of the Plans. VII. SERVICES TO BE PROVIDED BY THE DISTRICT The services to be provided by the District include, but are not necessarily limited to the following: 1. Furnish Data. Furnish all reasonably available records and information, including reports, budgets, production and consumption data, ordinances, and demand projections. 2. Master Plans. Provide electronic copies of the Water System Master Plans and water model. Provide electronic copies of the Water System Master Plans and sewer model. Provide planning documents for the proposed Recycled Water System the Regional Urban Water Augmentation Project (RUWAP) planning reports. 3. Capital Improvement Projects. Provide information on the most recent Capital Improvement Project list and five year plan. 4. Staff Support. Provide staff support and assistance as required and agreed to in advance of the study. VIII. PROPOSAL SUBMITTAL Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 10

11 The following information is to be submitted as a part of the proposal. The proposal should include single page resumes of persons to be assigned to the project. Other material may be attached as deemed appropriate to include an electronic copy of an Urban Water Management Plan study performed by the applicant that most closely fits the scope of work outlines above. The proposal is to be organized as follows: a. Approach to the Project: Describe your approach to this project and any special ideas, techniques or suggestions that you think might make the project proceed smoothly. b. Experience: Describe the experience of the firm and of the individuals assigned with related projects of a similar nature. Provide at least three references of other water agencies our size and scope of study. c. Qualifications: Describe your staff s unique qualifications and training for this type of work. d. References: Provide recent references for projects of a similar nature for all individuals who will be assigned to the project. e. Schedule: Describe your plan/schedule for completing the work. f. A separate page shall be provided containing the Cost Proposal for the study. g. A separate page shall be provided containing fee schedule for additional services h. Two original signed (ink) copies of the proposed agreement and evidence of insurance meeting District s requirements. IX. AGREEMENT A copy of the proposed agreement is attached for return of two original signed agreements with the proposal. The District will return one countersigned original agreement to the successful firm or individual and keep one for the District. Evidence of Insurance must be received prior to agreement implementation. X. DEADLINE FOR SUBMISSION OF PROPOSALS The District must receive proposals by October 19, 2016, 4:00 PM: Physical and U.S. Mail Address: Marina Coast Water District Michael Wegley, PE, District Engineer 11 Reservation Road Marina, CA Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 11

12 Proposals must be received by the deadline of October 19, 2016, 4:00 PM. Postmark does not constitute receipt. The District reserves the right not to consider late, misdirected or incomplete proposals. XI. SELECTION OF CONSULTANT The District management staff will review the proposals submitted. All proposals will be evaluated uniformly for final selection, which will be based on analysis of the information submitted Proposals will be evaluated on the basis of experience, qualifications, approach to the project, cost of the project, degree of District staff time required to complete the project, and any innovative ideas for making the project go quickly and smoothly. Although interviews will not be required as a condition of submitting a proposal, the District reserves the right to request additional information or interview some or all of the proposing individuals or organizations the week of September 26, 2016, if necessary, to obtain additional information that the District considers necessary to fully evaluate a proposal. The District also reserves the right to: 1) request clarification or additional information from any proposing firm at any time; 2) waive immaterial defects or minor irregularities in a proposing firm s responses to this request for proposal; 3) suspend or reopen the request for proposals process; and 4) reject any or all responses and terminate the request for proposals process at any time. Sewer, Water and Recycled Water Master Plan Study Request for Proposal Page 12