America s Small Town Capital

Transcription

1 America s Small Town Capital Request for Proposals Inventory and Assessment of Roof Drains in the Combined Sewer Service Area of Montpelier, Vermont 2017 Lake Champlain Basin Program Grant Montpelier Department of Public Works The Montpelier Department of Public Works issues this Request for Proposals for consultant services to update the inventory of connected rooftops located within the City s combined sewer service area. Work shall include verification of the status of rooftop connection or disconnection, develop alternatives and property specific estimates to complete disconnections, and provide draft ordinance language to support disconnection program implementation. For purposes of completing the Scope of Work associated with this project, the Montpelier Department of Public Works is to be considered the point of contact and will be responsible for coordination between the chosen consultant and City Offices and staff, the grant program manager and specific property owners as appropriate. The City of Montpelier has received funding for this project from the Lake Champlain Basin Program (LCBP). Proposed Project Schedule All questions pertaining to the RFP must be in writing and should be submitted to Kurt Motyka, P.E., City Engineer on or before February 20, February 12, 2018 February 20, 2018 February 23, 2018 February 28, 2018 March 5, 2018 March 30, 2018 May 25, 2018 August 24, 2018 December 3, 2018 RFP released Deadline for submission of questions Questions Returned RFP Submission Deadline Consultant Selection Develop and Implement Project Communication and Outreach Strategy Develop QAPP Update Existing Rooftop Inventory and Develop Disconnection Alternatives Prioritize Roof Drain Disconnections and Produce Final Report 1

2 Instructions & Background As part of New England Interstate Water Pollution Control Commission (NEIWPCC) administered by the Lake Champlain Basin Program, the City of Montpelier was awarded a cost-not-to-exceed Grant of $49,843. The funding for this work has been broken down into 5 tasks as shown below, the consultant may choose to revise the funding amount of the 5 tasks, see page 3. $420 Task 1 Prepare RFP and Select Project Consultant $9,879 Task 2 Develop and Execute Communication / Outreach Strategy $2,567 Task 3 Develop QAPP $26,018 Task 4 Update Existing Rooftop Inventory and Develop Disconnection Alternatives $10,959 Task 5 Prioritize roof Drain Disconnection and Draft Program Ordinance and Final Report development of a project entitled Managing Storm Water and Reducing Sediment Loads to the Stevens The City s time is an eligible expense on this grant and it is anticipated that field Staff will assist the consultant under Task 4. To date, the City has expended $1,725 for an air blower smoke machine anticipated to be used during site investigations in conjunction with this grant. This is a performance-based grant (see FY17 performance standards). Tasks described in the upcoming section entitled Tasks & Deliverables identify an estimated amount of funding for each Task. Proposers may suggest alternative allocations for the total funding of $49,843 project budget. *See Milestone and Deliverable Table* The City of Montpelier is looking for proposals which will include options for innovative, sustainable, low maintenance approaches to be incorporated into the Project. The most economical approach to rooftop disconnections from the sanitary sewer system shall be considered as well as the largest reduction in CSO overflow events. Products shall include digital and printed plan documents as well as an accompanying report with technical memos providing detailed analysis and explanations supporting the Project (see specific Deliverables in the sections that follow). The selected consultant will have the following skills/experience: o Knowledge of and/or experience with BMPs and other innovative green infrastructure options o Knowledge of and/or experience in the field of civil engineering and specifically storm water management systems and approaches including the dynamics of closed channel flow o Experience in assessing and analyzing combined sewer overflow and/or illicit discharges and developing solutions with examples of successful implementation to include estimated and actual construction costs. o Preparing, presenting and management of public outreach strategies to stake holders including land owners, State & City officials. Experience should include examples of stakeholders accepting stewardship responsibilities. o Familiarity with the LCBP and/or working on similar projects for similar type grants. o Other skills necessary as described below for successful completion of the Project. 2 P a g e

3 Tasks & Deliverables: CONSULTANT MUST FILL OUT TABLE Milestones and Submitted Deliverable Projected Budget Amount 1 - Request for proposals developed; contractor selected $420 RFP Proposed Budget 2 Develop and Execute Communication/ Outreach Stragety $9,879 3 Develop QAPP $2,567 4 Update Existing Rooftop Inventory and Develop Disconnection $26,018 Alternatives 5 Prioritize Roof Drain Disconnections and Draft Program $10,959 Ordianance and Final Report Total $49,843 The following outline is a brief summary of the tasks and deliverables and estimated payment pertaining to the hired consultant to be completed under the Scope of Work to be Performed which is described in greater detail in Attachment A of the Grant Agreement. Said attachment is referenced and attached herewith to the RFP. Task 1: Request for Proposals and Contractor Selection Sign Contract documents, project kickoff meeting, and prepare press release. Task 1 Deliverable: Provide project schedule and prepare press release, prepare contract agreement. Task 2: Develop and Execute a Project Communication and Outreach Strategy - This task will involve gathering, reviewing and analyzing the existing data within the drainage area, and conducting supplemental survey necessary to complete the all the tasks of the project. The objective of this task is to develop and implement a communication and outreach strategy to engage building owners with confirmed or suspected building drain connections. This program will reach internal (City Council, Planning and Community Development/Public Works employees, etc.) and external (property owners) stakeholders with information about the benefits of rooftop disconnection, the inventory program, project timing, and opportunities for input and participation. The consultant shall prepare all document necessary for public outreach with review by the City. The City, working with a consultant, will use these flyers, handouts, and other supporting materials drawn in part from existing local and regional resources as well as from examples of successful campaigns in other areas of the country that experience similar issues. The materials will be used during the inventory update (Task 4) and in interactions between the City, its consultants, and property owners. Task 2 Deliverables: A brief technical memo summarizing the work undertaken to develop the communication and outreach program. In addition, flyers, handouts, and other materials developed in support of the program will be included as attachments. Task 3: Develop QAPP The City s consultant will prepare a Project QAPP and submit it to the Basin Program for review and approval. The QAPP will describe the steps taken for the necessary quality assurance, quality control, and other technical activities that will be implemented to ensure that the results of the work performed will satisfy the project performance criteria. The QAPP will insure that the data used and collected are of known and adequate quality. The City anticipates that the QAPP will cover the procedures for collection of new rooftop 3 P a g e

4 inventory data and identification of building-specific alternatives (Task 4), and that work related to development/execution of the project s communication and outreach strategy (Task 1) will proceed while the City awaits QAPP approval. Task 3 Deliverables: QAPP Task 4: Update Existing Rooftop Inventory and Develop Disconnection Alternatives The objective of this task is to update the City s existing rooftop inventory and to understand specifically the work required to disconnect each confirmed connection, including small public buildings and residential properties that were previously identified only as having suspected connected roof drains. High-quality information exists in the 1995 survey for public, commercial, and industrial buildings in Montpelier that are connected to the city sewer system and have flat roofs larger than 1,500 square feet (SF). For these properties (80 in total), where roof drain connection status was determined to be confirmed connected, suspected connected or suspected not connected and where more current information has not been made available to the City, property owners will be contacted to understand whether any changes in management of rooftop water have occurred since the completion of the 1995 study. Residential buildings and small (less than 1,500 SF) public buildings having roof drains that are suspected to be connected were located only using windshield survey methods during the 1995 survey. For residential buildings with suspected connected roof drains, the type of roof was noted (flat roof, mansard roof, or pitched roof with roof leader piped into the ground), and the approximate roof footprint area was estimated visually. No attempt was made to enter residential properties. At that time, 96,184 SF (2.2 acres) of rooftop area for these 140 so-called residential buildings were estimated to be connected to the sanitary sewer. For residential buildings, an initial screening will be completed using publicly available data sources (such as current orthophotos, digitized building footprints, and City building permit records) to determine whether rooftop connections documented or estimated for residential buildings are likely to still exist. The desktop screening effort will result in an updated dataset of suspected connected roof drains. It is anticipated the consultant will undertake this review with minimal assistance from the City. The updated rooftop inventory dataset will be utilized to complete smoke testing in areas within the CSS where flat-roofed structures or other suspected connected rooftops are present, preceded by notification of property owners in the expected testing areas. Where smoke testing confirms a roof drain connection to the CSS, a follow-up inspection will be performed by a two person team consisting of one consulting employee and one City employee, with support from a plumbing contractor where interior plumbing connections are anticipated to be complex. A range of technical solutions are anticipated for the rooftop disconnections, including but not limited to the following scenarios, listed in order of increasing complexity. Roof drains lead to downspouts, plumbed into external sanitary wastewater pipe connections. In this simplest scenario, the downspout pipe can be cut, the sewer connection pipe capped, and the downspout directed to a lawn or landscaped area such that water infiltrates into the ground without damaging foundations, retaining walls, etc. Alternately, if separate storm drain catch basins are present at the street and site conditions are not suitable for infiltration, the downspout could be piped to the storm system or, if conditions allow, re-directed to a paved driveway or similar conductor of flow, such that the clean water has a clear, non-erosive path to the separate storm sewer. Consideration will be given to the City ordinance which prohibits the discharge of water flow that may result in hazardous icing conditions on streets and sidewalks. Roof drains are internal, but are not combined with sanitary sewer plumbing, and there is adequate lawn or landscaped area on-property to receive disconnected rooftop runoff. Interior plumbing modifications are required, but are minor, and limited or no exterior work is necessary for disconnection. 4 P a g e

5 Roof drains are combined with sanitary sewer plumbing, such that substantial internal plumbing modifications are necessary. Plumbing modifications outside the structure are also necessary to create a new connection between the roof drain and a nearby separate storm sewer or receiving water. The City s project consultant will document the confirmed building drain connections, with photos and other visuals where possible. For the highest volume, confirmed connected rooftops, a concise evaluation of disconnection alternatives will be completed, along with a preliminary cost estimate for the preferred disconnection alternative. A minimum of 10 commercial and 5 residential sites will be evaluated. Results will be compiled into a technical memo synthesizing the methods and results of the rooftop inventory work, a spreadsheet or GIS layer containing rooftop inventory results, copies of inventory forms, including sketches, for residential properties, and documentation of alternatives and estimated disconnection costs for each confirmed rooftop connection to the CSS. Task 4 Deliverables: A technical memo synthesizing the methods and results of the rooftop inventory work, and a GIS layer containing rooftop inventory results. Preliminary inventory and alternatives evaluation/costing outcomes, opportunities or barriers encountered, and lessons learned during the inventory process will also be summarized. Task 5: Prioritize Roof Drain Disconnections and Draft Program Ordinance The objectives of this task are to prioritize disconnections of confirmed roof drains contributing clean runoff to the City s CSS, to estimate the long-term costs and benefits to the City of completing rooftop disconnections, and to craft draft ordinance language for consideration by City Council. Connected rooftops identified in the inventory (Task 4) will be prioritized for disconnection. Criteria for prioritization may include rooftop area (and thus volume of runoff contributed to the CSS), overall ease of disconnection project execution, extent of site disturbance required, presence/absence of separate storm sewer, presence/absence of internal plumbing connections, property ownership, and overall cost of propertyspecific preferred disconnection alternative. This exercise will result in a list of high-priority sites for inclusion in a future rooftop disconnection program. Following the completion of the prioritization, a simple, quasi-economic evaluation of the long-term cost/benefit of completing rooftop disconnections into the future will be completed. Possible changes to City ordinances that could make separation of existing building drains mandatory (or that could assess an additional sewer usage fee where roof drains are confirmed connected to the CSS as a disincentive), as well as provide technical resources and support for these disconnections will be developed for consideration by City Council. Task 5 Deliverables: A final report and executive summary of the results of the outreach and communication effort, inventory and rooftop connection confirmation work, rooftop-specific alternatives and disconnection cost estimates, prioritization, program cost/benefit analysis, and ordinance language development will be summarized in the final report and will include: Documentation of building drain connections all confirmed locations, with photos and other visuals where possible; Estimates of the volume of runoff diverted from the sanitary sewer system on an annual basis as a result of completing disconnections across a variety of scenarios (anticipated to include highpriority rooftops only; all remaining flat-roofed public, commercial, and industrial buildings in the CSS area with footprints over 1,500 SF; confirmed flat-roofed residential buildings only; and all confirmed connected rooftops of any size); Estimates of reduced CSO events or sanitary sewer volumes due to the diversion of clean roof drain water from the sanitary sewer system under the various runoff volume reduction scenarios; 5 P a g e

6 Next steps for rooftop disconnection program implementation; and Draft ordinance language, as provided for consideration by City Council. Consultant shall consider soil types when considering disconnection alternatives. 6 P a g e

7 Submission Requirements The submittal should be comprised of three sections: the TECHNICAL PROPOSAL, encompassing the first 1-5 items shall not exceed 10 pages and each page should be numbered; the SUPPLEMENTAL INFORMATION resumes and references - are Items 6 and 7 and are limited in length as noted below; and, the last section is the REQUIRED COST INFORMATION which is also limited as noted below. Electronic submissions in PDF format are preferred. For hard copy submittals, respondents must provide two (2) copies, printed doublesided on recycled content paper. TECHNICAL PROPOSAL Pages Cover Letter 2. Qualifications of the Consultant/Firm describe experience in areas needed to fulfill the project scope. List and identify the specific skills of team members as they relate to this project. 3. Project Organization Discuss project management structure and relate it to the job categories listed. 4. Scope of Work Provide a scope of work for the project, detailing the approach that will be utilized to respond to the tasks descripted in the RFP. (Respondents may choose to recommend adjustments to the scope or tasks, and/or to propose additional supplemental items to the scope of work.) 5. Proposed Schedule Accomplishment of all work tasks and deliverables as well as any key meetings and communications with the City should be fit into the projected timeframe, consistent with the timeline given in this RFP. SUPPLEMENTAL INFORMATION 6. Resumes of Key Staff This section must begin on a new page. Provide a brief description of roles for people identified as the consulting team who will be working on this project, and indicate their relevant work experience on other, similar projects. (May not exceed 2 pages for each team member.) 7. References This item must be on its own page. Provide three references, including the name, phone and contact information of each. REQUIRED COST INFORMATION 8. The following information, listing the prime consultant and each sub-consultant separately, shall be submitted in order for the proposal to be considered: a. A schedule of staff to be assigned to the project, their hourly rates, and estimated hours per person by task; and, b. The overhead rate and fee. The Cost Information document should not be more than 2 pages (1 page double sided for hard copy submittals). PLEASE SUBMIT YOUR PROPOSAL TO: kmotyka@montpelier-vt.org If making a paper submittal, please address as follows: Kurt Motyka, P.E. Department of Public Works ATTN: LCBP Roof Drain Disconnection Project City of Montpelier 39 Main Street Montpelier, VT P a g e

8 Proposals must be received at the City address above no later than 12:00 pm on February 28, Proposals received after the deadline will not be accepted. RELEVENT DOCUMENTS If the consultant would like any or all of the City s supplement information please contact Kurt Motyka at kmotyka@montpelier-vt.org: Grant Agreement Grant Application 1995 Roof Drain Study 1 st Grant Quarterly Report Approved Grant Work Plan Consultant Selection Process Review of Written Proposals All Proposals will be evaluated using the criteria listed below by a selection committee comprised of staff. Proposals will be ranked based on the following criteria: Demonstration of overall project understanding, insights into potential issues, and demonstrated understanding of the project deliverables (20 points) Completeness and clarity of the proposal and creativity/thoughtfulness in addressing the scope of work (20 points) Qualifications of the firm and the personnel to be assigned to the project, experience with similar projects, ability to meet schedules and budgets (40 points) Demonstrated knowledge of the Montpelier area (10 points) Extent to which proposal identifies innovative stormwater and Green Infrastructure opportunities ( up to 10 points) REVIEW CRITERIA Points Understanding of the Project 20 Completeness, clarity, creativity & thoughtfulness 20 Qualifications/Experience of Proposed Staff 40 Knowledge of proposed area 10 Supplemental Points for Innovation & Green Infrastructure 10 TOTAL 100 The selection committee may elect to interview consultants prior to final selection. Once the technical proposal is discussed and ranked, the cost proposal will be reviewed for consistency with the evaluation of the technical proposal. The City of Montpelier reserves the right to seek clarification of any proposal submitted and to select the proposal considered to best promote the public interest. All proposals become the property of the City of Montpelier Public Works office upon submission. The City reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities or to cancel the RFP in part or in its entirety if it 8 P a g e

9 is in the best interest of the City of Montpelier. This solicitation of proposals in no way obligates the City of Montpelier to award a contract. Contract Requirements The contract will not commence until the successful applicant enters into a written contract with the City of Montpelier to perform the work subject to this RFP. Sub-contractors must comply with all State and Federal covenants required by virtue of the funding source or contained or referenced in all City of Montpelier subcontracts, including, but not limited to the following provisions: Insurance coverage Indemnification Workers Compensation Civil Rights and Equal Opportunity American with Disabilities Act DBE Obligation Audit and Record Retention Lobbying Restrictions Appeal Process If the award of the contract aggrieves any firm, they may appeal in writing to the City Manager, City of Montpelier, 39 Main Street, Montpelier, VT The appeal must be post-marked within seven (7) calendar days following the date of ed notice to award the contract. Any decision of the City is final. 9 P a g e