Request for Proposals. 42nd Avenue Pump Station Rehabilitation. Public Works Department City of San Mateo 330 West 20th Avenue San Mateo, CA 94403

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1 42nd Avenue Pump Station Rehabilitation Public Works Department City of San Mateo 330 West 20th Avenue San Mateo, CA May 24, 2015 The City of San Mateo (City) is accepting proposals to select a qualified engineering consulting firm to provide condition assessment and design services for the City s 42nd Avenue Pump Station and corresponding force main. All questions regarding this (RFP) shall be directed to Ben Wright, Project Manager, Clean Water Program, at (415) or ben.wright@ch2m.com, or to the Public Works Department, City Hall, 330 West 20th Avenue, San Mateo, CA The RFP is available for viewing online at Proposals shall be submitted by firms that have a capable and demonstrable background in the type of work described in Section II, SCOPE OF SERVICES, of this notice. In addition, all interested firms shall have sufficient, readily available resources in the form of trained personnel, support services, specialized Consultants, and financial resources to carry out the work without delay or shortcomings. The proposals shall be submitted to the Public Works Department, City of San Mateo, 330 West 20th Avenue, San Mateo, California, 94403, no later than: 4:30 p.m. on June 19, 2015 Each Proposer shall submit four (4) bound sets of the proposal in accordance with Section IV, PROPOSAL REQUIREMENTS.

2 TABLE OF CONTENTS PAGE I. INTRODUCTION..3 II. III. IV. SCOPE OF SERVICES.3 PROPOSAL REQUIREMENTS..8 CONSULTANT SELECTION PROCEDURE...8 V. ESTIMATED SCHEDULE FOR SELECTION..9 VI. VII. CONTACT PERSON.10 LATE PROPOSALS NOT CONSIDERED.10 APPENDIX: A. City of San Mateo Department of Public Works Standard Agreement for Professional Consultant Services. 2

3 I. INTRODUCTION A. BACKGROUND The City of San Mateo (City) is currently under a Regional Water Quality Control Board (RWQCB) Cease and Desist Order (CDO) requiring improvements to its collection system to eliminate sanitary sewer overflows. The City of San Mateo s Clean Water Program includes the City s Biennial Pump Station Upgrade Program, which ensures capacity and reliability necessary to achieve certification in accordance with the CDO. The rehabilitation of the 42nd Avenue Pump Station was identified as a high-priority project. In 2010, a Citywide Sanitary Sewer Pump Station Study was completed by Schaaf & Wheeler identifying improvements needed at each station to meet the RWQCB certification requirements. The recommended minimum improvements for the 42nd Avenue pump station included adding a bypass pumping connection, backup pump controls, and a backup generator, or increasing the storage volume. Based on input from operations and maintenance (O&M) staff, other improvements are needed to fully rehabilitate the station to a state of good repair. With the recommendations in the Schaaf & Wheeler report being related to capacity improvements, a condition assessment of the 42nd Avenue Pump Station and force main is required to address reliability. The primary role of the Proposer will be to provide condition assessment services for the 42nd Avenue Pump Station and corresponding force main, recommendations for improvements based on the assessment, design services for these recommended improvements, and services during construction. B. DOCUMENTS AVAILABLE FOR VIEWING The following supporting documents are available for viewing online: o The Citywide Sanitary Sewer Pump Station Study Schaaf & Wheeler. Final Report. November. Available at o Laurie Meadows Grade Separation of the Southern Pacific Transportation Company Railroad, El Camino Real to Pacific Blvd. at 42 nd Avenue Final Drawings. Available at II. SCOPE OF SERVICES The Consultant s scope of services shall consist of the following tasks: Project Management Condition Assessment 30% Design 60% Design 90% Design 100% Design Bid Period Assistance 3

4 Services during Construction Typical tasks that are required of the Consultant under these categories are detailed in the following sections. The deliverables required by the Consultant will vary depending on the recommended improvements to the pump station and force main based on the condition assessment. All drawings shall be drawn using AutoCAD and plotted at a legible scale on 22 x 34 sheets. For the 30%, 60%, 90% and 100% design submittals, the Consultant shall attend a review meeting with City staff where the submittals are presented to the City and it is demonstrated that previous City comments were addressed in the submittal and where the City can provide new comments to the Consultant. The City reserves the right to discontinue, alter, or postpone services at any time. Task 1 Project Management In addition to the services described in this scope of work, the Consultant will also be responsible for general project management services to be performed throughout the project. These services include the following: Project coordination. Submission of a work breakdown structure (WBS), which includes a matrix indicating the budget amounts and man-hours for each task. The approved WBS shall form the basis for reporting the status of each task in the monthly progress report and the project invoices. Submission of monthly progress reports that shall include work completed, upcoming work, project issues, budget and schedule status, potential changes, and other important project information. Submission of monthly invoices that document the man-hours and billing rates for staff for each task in the WBS, as well as overhead, profit, and any direct costs. A summary with budget spent and remaining as well as current and previous billing period invoicing should also be included. Project schedule updates with a detailed project cost and resource-loaded schedule capable of calculating earned value that indicates project start and finish dates, and WBS tasks. Quality control. The Consultant will be required to develop a project-specific Quality Management Plan (QMP) that will address the processes, procedures, and personnel engaged in quality control. The Consultant shall establish and monitor effective implementation of the quality requirements for the project and be responsible for submitting adjudicated QC review forms to the City. Preparation of a Project Execution Plan (PXP) at the start of the project and updated continually during all phases of the design. The PXP shall include purpose, staffing, deliverables, budgets, quality control, health and safety, risk assessment and schedule. 4

5 Task 2 Condition Assessment A condition assessment shall be conducted for the 42nd Avenue Pump Station and force main. It shall include reliability assessment, maintainability assessment, remaining useful life determination, feasibility assessment for continued operation, prioritized recommendations for improvement and renewal, and an estimated Class 3 construction cost (conforming to AACE International Recommended Practices for Cost Estimating) for the capital improvements necessary at the pump station and force main. This work shall consist of the following: Conducting a City kickoff meeting and initial review of City assets inventory (project files, record drawings, maintenance records, O&M personnel interviews), developing the condition assessment criteria, and developing protocols and expectations. The Consultant s proposal should outline the specific testing methods for the field inspection, based on asset group. Conducting a workshop with City staff engineering and O&M staff to determine the criteria for establishing asset risk, including assessing the likelihood of pump station or force main failure, and the consequence of such a failure. Performing a field assessment of the pump station identifying potential weaknesses, choke points, and other vulnerabilities. The inspection shall include the electrical power supply system, instrumentation and control system, hydraulic control system, mechanical equipment, facility structure, general odor and security management, and O&M and troubleshooting procedures. Performing a field assessment of the force main for obvious signs of defects or leaks, or susceptibility to corrosion or other deterioration. In locations where the initial inspections indicate a deteriorated pipe condition, the Consultant shall characterize the nature of the deterioration and provide recommendations for improvements or further analysis. Developing a report summarizing the condition assessment findings, including test results, photographs, a general condition rating, recommended improvements, and an associated budgetary Class 3 cost estimate (conforming to AACE International Recommended Practices for Cost Estimating). The field team shall have all testing equipment needed for the required tests and all associated personal protection equipment (PPE) for the field team. The Consultant shall develop a field safety plan for inspection of the pump station and force main. The field safety plan shall address Consultant, City, and Consultant subcontractor field activities. Task 3 30% Design Once the recommendations of the 42nd Avenue Pump Station and force main condition assessment are determined, the project will move to the design phase. The first phase of the design is the 30% design. This shall include a preliminary engineering report that utilizes the condition assessment recommendations to describe the basis for the pump station and force main design that discusses design criteria, constructability, schedule, and a Class 3 cost estimate. This phase shall also include preparation of the 30% design 5

6 drawings and a list of the technical specification sections. The preliminary design activities and design elements may include, depending on the condition assessment recommendations, the following: General facility layout and site plan Preliminary equipment list Material selection Starting process of acquiring required permits (e.g. Caltrans) Control system architecture Electric one-line diagrams Preparation of a project photo log Utility research and potholing, as necessary to verify utilities that may conflict with the recommended improvements Topographical survey of features needed based on the recommended improvements Force main alignment changes, if applicable Soil investigation and geotechnical engineering services as required based on scope recommended in condition assessment Land acquisition needs, if applicable Constructability review Evaluation of existing conditions (pavement, sidewalk, curb, signage, striping, etc.) Task 4 60% Design The 60% design shall be a continuation of the 30% design. It shall include the incorporation of City-provided 30% design review comments as well as the following: More detailed drawings with profiles, elevations, sections, and details Drawings for each discipline (e.g. civil, pipeline, mechanical, electrical, instrumentation and control) Technical specifications 60% cost estimate (Class 2) Further development of the design elements and activities started during the 30% design Task 5 90% Design The 90% design shall include incorporation of the City s 60% design review comments and development of the drawings to a bid-ready level of design. It shall also include the following: Coordination with the Clean Water Program s General Conditions and Special Provisions Continued development of technical specifications Integration of permit conditions into specifications 6

7 Final resolution of utility conflicts Final constructability review Updated cost estimate (Class 1) Preliminary summary of quantities Land acquisition support, if applicable Public outreach support Construction phasing support The design package being submitted for 90% completion shall include incorporation of all known design components for the project. Task 6 100% Design The 100% design shall involve the incorporation of City 90% design review comments and finalization of the documents. 100% drawings, technical specifications, a final Class 1 engineer s estimate and summary of quantities shall be provided. The City will provide a file number and contract number to include on the document covers. The City will sign off on the final documents following its review and approval of the documents. Task 7 Bid Period Assistance The Consultant shall provide assistance during the bid period, including the following: Advertisement Pre-bid conference Response to bidder questions Addenda submissions Technical evaluation of bids Conformed contract documents Task 8 Services during Construction The Consultant shall provide services during construction, which will include the following: Attendance of pre-construction and construction progress meetings Periodic field visits Submittal review Request for information review Change order review and contract document modifications Progress payment application review O&M support Startup and commissioning support Construction closeout support Preparation of record drawings Preparation of O&M manuals 7

8 Submission of warranty documents Attendance at a post-construction team meeting III. PROPOSAL REQUIREMENTS: The City requests that the Proposer submit a concise proposal clearly addressing all of the requirements outlined in the RFP. The Proposer shall submit four (4) bound sets of its proposal containing 8-1/2 x 11 sheet sizes for the text and 11 x 17 sheet sizes for any fold-out drawings. The proposal should have a page limit of 15 pages excluding resumes and cover letter. The proposal must include, at a minimum, the following information: A. A summary of the Consultant s understanding of the contract requirements as a whole and the unique capabilities to perform the services required. B. The Consultant s implementation plan with a project schedule that includes a list of tasks and any additional field investigation or exploratory work to be performed, and the proposed deliverables. C. The Consultant s experience and history in performing this type of work on similar projects, including the Consultant s ability to provide services based on an aggressive timeline. Include references of persons, firms, or agencies that the City may contact to verify the experience of the Consultant. D. A table of organization setting forth the positions, functions, and roles to be performed by key staff and subconsultants. E. A statement of qualifications and experience for each individual proposed to perform work on this contract. Firms must be able to provide sufficient staffing with qualified individuals throughout the contract. F. Consultant fee schedule for the duration of the project, including rates for key staff, proposed level of effort (in hours and cost) for each task, and total cost. G. An identification of any modifications to the attached Professional Consulting Services Agreement (Appendix A) the Consultant would require prior to entering into an agreement with the City. H. Proposals shall remain effective for ninety (90) days beyond the submittal date. IV. CONSULTANT SELECTION PROCEDURE A. EVALUATION CRITERIA: Proposals received by the City will be reviewed by the Selection Committee, which will make the final selection based on the following criteria and corresponding weighting: 8

9 Firm Qualifications: Technical experience in performing work of a similar nature, experience working with public agencies, record of completing work on schedule, strength and stability of the firm. (35%) Staff and Project Organization: Qualifications of project staff, key personnel s level of involvement in performing related work, logic of project organization, adequacy of labor commitment and restriction on changes in key personnel. (30%) Demonstrated Understanding of the Project Requirements: Familiarity with available construction methods limitations and benefits, and recognition of potential project challenges. (20%) Defined Scope and Approach: Appropriate task and deliverables in scope of work. The proposed schedule is responsive and realistic. (15%) B. EVALUATION PROCEDURE: An oral interview with one or more of the firms submitting proposals may be requested after written proposals have been received by the City if deemed necessary to clarify proposal or qualifications. The City will schedule the time and place for the interview if determined to be necessary. Each Proposer should be prepared to clarify and elaborate on the details set forth in its proposal. The Selection Committee will review the proposals submitted, establish a list of finalists based on pre-established review criteria, interview the finalist firms, if necessary, and determine the successful Proposer. The individual or composite rating and evaluation forms prepared by the Selection Committee will not be revealed. Sixty (60) minutes will be allowed for the oral interview, including the question and answer period. The Project Manager must lead the presentation before the Selection Committee. The tentative interview date is listed in Section VI. C. AWARD: The successful Proposer will be asked to enter into a contract with the City reflecting the terms and conditions of the proposal plus the City's standard professional services agreement requirements. A copy of the City of San Mateo Department of Public Works Standard Agreement for Professional Consultant Services is attached in Appendix A. The City reserves the right to modify the scope of work and reject any or all proposals. V. ESTIMATED SCHEDULE FOR SELECTION The following project timeline is provided for your scheduling information; however, it is subject to change at the discretion of the City. 9

10 Project Benchmarks Date (No Later Than) Available May 24, 2015 Proposals Due at the City June 19, 2015 Preliminary Evaluation June 19 June 26, 2015 Consultant Interview July 1, 2015 Consultant Selection July 8, 2015 Award Contract August 17, 2015 VI. CONTACT PERSON Prospective Proposers may contact Ben Wright, the City s Project Manager, Clean Water Program, for further information regarding general procedural questions for this RFP. The deadline for inquiries is June 12, Responses to inquiries will be provided within 5 days. Requests for interpretation should be sent in writing and must clearly include the subject line RFP: 42nd Avenue Pump Station Rehabilitation. Inquiries and written correspondence may be directed to: BEN WRIGHT PROJECT MANAGER CLEAN WATER PROGRAM PUBLIC WORKS DEPARTMENT CITY OF SAN MATEO 330 WEST 20th AVENUE SAN MATEO, CA ben.wright@ch2m.com (415) VII. LATE PROPOSALS NOT CONSIDERED Proposals must be received by the time specified at the address listed above. Any proposals received after the deadline will not be considered. 10