REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS 2015 FINAL COVER SYSTEM: 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 Pre-Proposal Meetings 9 7 Receipt of Proposals 9 8 Evaluation Criteria 9 Attachments March 30, 2015 CCSWA Page 1

3 1 Public Notice CHESTER COUNTY SOLID WASTE AUTHORITY LANCHESTER FACILITY DESIGN; BIDDING; AND CONSTRUCTION PHASE ENGINEERING SYSTEM CONTRACT NUMBER D-CAP REQUEST FOR PROPOSALS Sealed Proposals for design, bidding, construction and post construction phase engineering services for the 2015 FINAL COVER SYSTEM 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 Monday, April 27, 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 Engi neer: 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 collection and treatment ; leachate re-circulation; landfill gas collection and conveyance; two landfill gas flare stations; a recycling drop-off facility; and a leaf composting facility. Construction of the Authority s Area E, Cell project is nearly complete. The Authority is anticipating that Area E, Cell 1 will be ready for operation sometime during the second quarter of 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 c are requirements. The property has served as a regional waste disposal facility since the 1950s Final Cover System: The Authority has plans to construct approximately 15 acres of final cover system during the 2015 calendar year. The final cover system will be comprised of a conventional geomembrane capping system conforming to the regulatory requirements set forth by Pennsylvania Department of Environmental Protection (PADEP) and site specific permit requirements. The 2015 Final Cover System will be installed on portions of the Area C and Area D landfill units at the March 30, 2015 CCSWA Page 2

4 locations designated on the Preliminary Design Drawings for 2015 Closure Plan dated December 12, 2014 (copy attached). In order to implement the 2015 Final Cover System project the Authority will require consulting assistance. The requisite consulting assistance will include design, bidding, and construction phase engineering services as described in the Engineer s Joint Contract Documents Committee (EJCDC ) E-505, Exhibit A, copyright Delivery System: The Authority anticipates that construction of the 2015 Final Cover System will be accomplished through the conventional design -bid-build process. The bidding phase services must satisfy the public bidding requirements set forth in the Municipal Authority s Act (current edition). 2.4 Other Services: Other services that are excluded from this RFP include: Resident Project Representative Services (RPR); and Construction Quality Assurance Services (CQA). RPR and CQA Services will be needed in the future to assist the Authority administer the construction contract and to prepare and deliver the requisite PADEP Certification Report. It is anticipated that a separate RFP will become available in the future for these other services. 3 Background Information 3.1 Applicable Permit: The Landfill is owned and operated by the Chester County Solid Waste Authority in accordance with PADEP Permit Number Permit conditions concerning the final cover system may be found in the Authority s Major Permit Modifications for Area C Landfill Expansion (dated August 1, 1996) and Area D Landfill Expansion (dated July 15, 2004). Additional details may also be found in the Major Permit Application prepared for each respective Landfill Expansion. Copies of the complete Applications will be available for review at the Authority s office during the Pre-Proposal Meetings described in Section 6 below. 3.2 Planning Phase Engineering Services: The ARM Group of Hershey, PA has furnished the Authority with requisite planning phase engineering services for the project. These services have included the preparation of the Preliminary Design Drawings for 2015 Closure Plan dated December 12, 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 Number E-505, Exhibit A, Copyright PADEP Permit Modification dated August 1, PADEP Permit Modification dated July 15, Preliminary Design Drawings for 2015 Closure Plan, Sheets 1-7, dated December 12, Topographic Survey Drawing prepared by Ludgate Engineering Corporation, dated March March 30, 2015 CCSWA Page 3

5 The attachments listed above can be viewed on-line and downloaded 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 July 2015; Bidding phase August 2015; Construction Phase- September 2015 June 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 needed 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, and construction phase engineering experience on conventional Final Cover System projects and Landfill Gas Collection and Conveyance Systems. Five years of 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. Familiarity and experience working within the jurisdiction of PADEP s Southcentral Regional Office, Waste Management Program. Two engagements within the last ten years assisting public clientele with the development, preparation, and updating of Construction Contract forms including but not limited to the General and Supplementary Conditions. Experience assisting clientele in the use of EJCDC Standard Construction Contract forms. The proposal shall identify the version (or copyright date) of the EJCDC forms used at that time. March 30, 2015 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 or 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 Stat ement shall also describe the Consultant s level of commitment for the successful and timely completion of this project. 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 Consultant s understanding, approach and abilities to help the Author ity 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. Specific landfill engineering experience within PADEP s South-Central Region during the last 5 years should be identified. Landfill engineering services performed on behalf of public clientele 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 be considered nonresponsive. A resume for the specification writer shall be included. 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. March 30, 2015 CCSWA Page 5

7 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 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. The Proposal shall clearly identify a separate and stand alone cost for Task 5: Front End Documents. Following the receipt of Proposals, the Authority may elect to award the Task 5 services separately and independently of the Tasks 1-4 services. Exercising this option shall be based solely on the Authority s preference and decision at that time. In the event that the Authority decides to exercise this option, two separate and independent agreements will be prepared and issued to the successful consultants. The Consultant s understanding of this option shall be noted in the Co st Proposal. 4.9 Sub-consultants: Sub-consultants and their roles on the project shall be clearly identified in the proposal Fee Schedules: A standard fee schedule that lists the hourly fees for key personal and other various professional and staff positions shall be included in the proposal. This fee schedule will be followed in the event that out -of-scope services are requested by the Authority during the performance of the services. 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 Consult ant 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, invest igations or other services are needed such as: explorations and tests 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 info rmation 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 March 30, 2015 CCSWA Page 6

8 quotations for such services. The quotations will be furnished to the Authority. The Authority will issue authorizations directly to such venders. 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 th is 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 Exhibit A, EJCDC E-505, Copyright 2014, Section A1.03 and shall include a Construction and Manufacturing Quality Assurance Plan. The Authority requires that detailed specifications prepared under this 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. 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 requires that the use of typical and/or not-to-scale details and crosssections are not permitted. All cross-sectional design details shall be drawn to a specific scale, based on field survey data. Be advised that the Authority requires a high degree of design and cross-sectional details. 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 Authority s use and review. Progress documents shall be delivered at the 30%, 60%, 90% completion 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 submittal date of progress documents listed above. In general, the meetings will follow each submittal by approximately 2 weeks. The bid documents shall include provisions such as the following: Temporary controls necessary to maintain the uninterrupted collection and control of landfill gas within and adjacent to the project. Odors and landfill gas migration cannot be tolerated at any time. The locations of contractor access to and from the area of work and suitable contractor lay down areas for material storage and equipment. Adequate and appropriate temporary erosion and sedimentation control measures. Minimum slope requirements and flow directions for all drainage bench channels. Existing and proposed cross-sectional views of all: cover system terminations; all anchor trench locations; and all drainage benches. March 30, 2015 CCSWA Page 7

9 The Authority recirculates leachate into the Area C and Area D landfill units. The design shall provide for and allow the uninterrupted operation of the leachate recirculation system during the construction and post-construction phases. This task will include appropriate and project specific editing of the 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 described in Exhibit A, EJCDC E-505, and Copyright 2014, Section A1.04. For the purpose of this proposal, please assume that the Authority will require the Consultant to copy, produce and deliver 25 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 compatible format. Text documents shall be in MS Word format. TASK 4: Construction Phase: Provide services as described in Exhibit A, EJCDC E-505, Copyright 2014, Sections A1.05: A4; A5; A7; A8; A9; A11; A12; A15; A16; A17; and A18. The Visits to the Site and Observation of Construction required by Section A9 shall be performed monthly. The Engineer s participation in the final inspection is also required in order to provide the CCSWA with a greater degree of confidence that the completed work conforms to the integrity of the design. Additional visits, if required, shall be performed on an as requested basis. For the purpose of the Proposal, such additional visits shall be considered out-of-scope services. Task 5: Front End Documents: The Authority is in need of a major revision to the Authority s Construction Contract (front end) documents. Prior to this project, the Authority was using a modified version the EJCDC 1996 Standard Construction C ontract Forms. A major revision based on the current language suggested by the EJCDC is now under consideration. Towards this end the Authority will require consultations with an individual experienced in the use of EJCDC construction contract (front end ) forms such as: the Instructions to Bidders; Bid Forms; General Conditions; and Supplementary Conditions. The services will include: the review of the Authority s current front end forms; the review of the current EJCDC standard forms and license agreeme nt. The March 30, 2015 CCSWA Page 8

10 consultant will be expected to furnish appropriate recommendations, suggestions and advice needed for a major revision of the Authority s standard front end forms. At least three consultation meetings with the individual proposed for this task shal l be included. Complete and final master Construction Contract Forms shall be delivered well in advance of the public bid. It is anticipated that the Authority s Solicitor will perform a complete review of the final master prior to bidding. Telephone and communications with the Authority s Solicitor are also anticipated. 6 Pre-Proposal Meetings Consultants that want to become more familiar with the project site are invited to attend one of two informal site meeting. The first site meeting will be held on Tuesday, April 14, 2015 at 1:00 PM. The second will be held on Friday, April 17, 2015 at 10:00 AM. Participation in the site tours is not mandatory but is encouraged. 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 Monday, April 27, 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 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% March 30, 2015 CCSWA Page 9