REQUEST FOR PROPOSAL Town of Lochbuie Water System Master Plan

Size: px

Start display at page:

Download "REQUEST FOR PROPOSAL Town of Lochbuie Water System Master Plan"

Albert Tucker
5 years ago
Views:

1 REQUEST FOR PROPOSAL Town of Lochbuie Water System Master Plan Request for Proposal No: Date of Issue: June 17, 2016 Proposal DEADLINE Submission Date and Time: July 12, 2016 at 2:00 p.m. MST Town Clock Proposal to be PHYSICALLY RECEIVED by the Town as required below PRIOR TO Proposal Closing Date and Time above. RETURN TO: Town of Lochbuie Michael Woodruff, Public Works Supervisor Lochbuie Town Hall 703 WCR 37 Lochbuie, CO THIS REQUEST FOR PROPOSAL ( RFP ) IS NOT A COMPETITIVE BID BASED ON PRICE ONLY. The RFP allows the Town to select the company that best meets the needs of the Town, taking into consideration company s qualifications, price, and service capabilities and other factors relevant to the Town s policies, programs, administrative resources and budget. Questions concerning the submission of proposals, the RFP process, the specifications or scope of work, should be directed Mr. Woodruff. PROPOSER S CERTIFICATION The undersigned proposer offers to furnish to the Town the services requested in accordance with the specifications described herein: Proposer: Address: Town: State Zip Code Telephone No. Name: Title: Signature:

2 The Firms receiving this RFP are as follows: RG Consulting Engineers TZA Water Consultants JVA Consultants Martin & Martin FEI Engineers This RFP includes the following attachments to be completed and provided to the Town: Proposal Submittals - Attachment I Project Schedule - Attachment II Background Information and Scope of Work - Attachment III Selection Criteria - Attachment IV Fee Schedule Attachment V Background Documents - Attachment VI Proposals should be presented in accordance with the specified requirements in Attachment I. Supplemental material such as exhibits, biographical information, and other documentation may also be submitted separately bound from the proposal. Seven (7) copies of the proposal must be submitted Monica Mendoza, Town Clerk, no later than 2:00 p.m. on June 30, Proposals will be evaluated by the Town staff and the Board of Trustees in accordance with the selection criteria specified in Attachment IV. The Town intends to select at least three (3)-consulting firms for interviews. Interviews will be conducted on July 11, It is expected that the selected consultant should be ready to proceed with the consulting engineering services in July, 2016 and project completion should occur within the 2016 calendar year. Questions concerning this RFP should be directed to Mike Woodruff at , mwodruff@lochbuie.org or Christopher J. Sanchez at , csanchez@bbawater.com. 2

3 ATTACHMENTS 3

4 ATTACHMENT I PROPOSAL SUBMITTALS A. GENERAL To analyze the existing water supply system, storage and treatment capabilities of the Town. Make recommendations for necessary changes for short-term solutions for additional treatment capacity and to address long-term growth within the Town s service area. B. PROPOSAL FORMAT The proposal is required to contain the following information and should be no more than twenty (25) pages (excluding cover, title sheets, dividers, etc.). Supplemental material such as exhibits, biographical information and other documentation may also be submitted separately bound from the proposal. SECTION 1 - APPROACH Provide a summary of the consultant's understanding of the project. Provide an approach for completing the Scope of Work for engineering services (Attachment III). Present project review and quality assurance program. Discuss any unique ideas/concerns relating to the project. SECTION 2 - PROJECT ORGANIZATION Lead firm (or firms in the case of joint ventures) - Name(s) - Address(es) - Telephone number(s) - Name of responsible corporate officer(s) - Office location where the majority of the day-to-day work will be accomplished - Resume of the firm's related project experience Subcontractors (If any) - Names - Address(es) - Telephone number(s) - Name of responsible project engineer(s) and corporate officer(s) - Office location where the majority of the day-to-day work will be accomplished Organization Chart Brief description of responsibilities and summary resumes of key professional personnel emphasizing experience directly relating to responsibilities on this project, as well as any specialty certification, which demonstrates special qualifications related to this project. 4

5 Estimated amount of time each key person will devote to the work on this project. Indicate which team members will participate in each area of the work. SECTION 3 - SCHEDULE Work schedule for tasks described in Attachment II and Approach. Include expected starting dates and completion dates referenced to Notice to Proceed. State assumptions for time requirements. SECTION 4 - PERSONNEL EFFORT A spreadsheet estimating the required personnel hours, by task and job title, for performing consulting and engineering services. SECTION 5 - MANAGEMENT CONTROL PROGRAM Cost control method/system. Schedule control method/system. Proposed project status reporting system for the plan development. SECTION 6 - EXPERIENCE AND REFERENCES Project Manager - Name, Qualifications, Experience and a Brief description of not more than five (5) projects similar to the work to be undertaken within the last five (5) years performed by the proposed project manager. Project Engineer - Name, Qualifications, Experience and a Brief description of not more than five (5) projects similar to the work to be undertaken within the last five (5) years performed by the proposed project engineer(s). Name, address, and telephone number of references for each of the projects described above. SECTION 7 - OTHER Any current or pending legal actions that the company is involved in. Any legal actions that have involved the company for the past three (3) years. NOTE: Submittal of a proposal indicates a firm's ability and willingness to execute an agreement as written by the Town s Attorney. 5

6 ATTACHMENT II PROPOSED PROJECT SCHEDULE Task Estimated Schedule RFP Issued June 17, 2016 Pre-Bid Meeting of Proposers June 28, 2016 Questions due in writing to Town July 1, 2016 Responses from Town July 7, 2016 Proposals due July 12, 2016 Interviews July 21, 2016 Recommendation to Board of Trustees August 2, 2016 Notice to Proceed August 4,

7 ATTACHMENT III BACKGROUND INFORMATION AND SCOPE OF WORK Purpose Water Treatment Facility Land within the Town has been developed with a single pipe water system, other than a dedicated raw water supply for irrigation at one of the Town parks. The Town s water supply is furnished from three shallow wells constructed in the Beebe Draw alluvial aquifer. Treatment includes filtration and RO treatment. Presently, the Town has three (3) alluvial wells; two (2) providing the potable water supply and one (1) providing non-potable water for irrigation of a Town park. The wells have the capability of pumping 1,100 g.p.m. each. The potable supply water is pumped from the two existing wells via raw water distribution lines to the RO treatment facility, at which location a portion of the raw water is treated by reverse osmosis. The irrigation well is not currently used for potable purposes because of water quality concerns, but the Town is interested in delivering water from that well to the potable water supply system if the water quality concerns can be overcome. After RO treatment, the treated and chlorinated potable water is delivered into a 1 m i l l i o n gallon tank a n d a 2 5 0, gallon tank. Water is pumped from the tanks via two high service pumps that pump into the water distribution system. Water Distribution The distribution system consists of 8" to 24" pipe. Materials are ductile iron and PVC. The distribution system is presently being mapped and valves found and exercised and hydrants maintained and flushed. SCOPE OF WORK Overall objective To undertake the planning and evaluations needed to assist the Town with meeting the water requirements of the Town by utilizing the present water supply sources, infrastructure and treatment, and to enable budgeting to be targeted at the most deserving projects in the priority hierarchy. The consultant shall consider, as appropriate, alternative options and analyze these in terms of their institutional, technical and financial merits. Specific objectives The consultant shall: Review existing documentation and data and advise on additional data needs and collection 7

8 Assess the existing institutional arrangements for managing current and future demand, including forecasting Perform necessary hydrologic/hydraulic analyses to accurately determine status of water system Assess the existing condition of the water system infrastructure and make recommendations Evaluate current water treatment processes and water distribution system and recommend necessary improvements Assess the general state of water supply and water quality and water infrastructure assets in comparison with the requirements for regulatory compliance Evaluate alternatives/improvements for water system and water treatment system operations and management Determine trigger points for expansion of water treatment system, including system capacity requirements Determine trigger points for future water storage facilities, including location and size of future water storage facilities Determine probable costs for water treatment system expansion, and cost of water storage facilities Determine water system line improvements and expansion needs, and probable cost Prepare a water system master plan using the Water Supply System Plan for long-term (within next 20 years) and short-term planning purposes. Prepare a Water System Capital Improvement Plan, including probable costs and year for improvements Prepare water system master plan for short term infrastructure investments and long-term infrastructure investment Advise on implementation and procurement strategies Determine cost and feasibility of dual (non-potable) water system Attend meetings with Town staff every month to confer on issues and report on progress Provide for draft review copies of deliverables to Town Submit 10 copies of final paper reports and one digital PDF version to Town Assist in funding mechanisms for the plan and system(s) upgrades Identify opportunities for water system interconnection with other potable water providers The Town is in process of mapping existing infrastructure and will make the digital mapping files available to the Consultant for reference. Format to be determined. Consultant shall provide recommendations regarding necessary improvements to the map database, if appropriate. Water System Master Plan (WSMP) The technical elements of the water system master plan include the following: Adequacy of source water supply Source water supply water quality evaluation Regulatory overview and pending new regulations inventory Analysis of existing and future land uses and future demand forecast Pressure zone requirements, storage facilities, and fire flows 8

9 Review of existing potable water treatment plant Storage and distribution system modeling Alternatives analysis for treatment plant upgrade and expansion Recommended treatment plant upgrade Evaluate alternatives for water system connection to alternate treated water system providers Conceptual treatment plant upgrade design Capital improvement plan Master plan does NOT need to address wastewater treatment facilities Town s Responsibilities Designate a Town project representative and project team to coordinate work activities of the project team, Consultant, and any other affected parties. Provide pertinent historical, current and projected flow and growth data for Consultant if available. Make all policy and budgetary decisions so as to allow timely completion of the work. Supply pertinent existing drawings, records, and available information. Coordinate, arrange, and conduct meetings with representatives of affected agencies as required for completing the work. Current "as-built" water system maps shall be made available to the consultant. Subdivision plats shall be available to the consultant, if desired. Current water rights planning information shall be provided to Consultant. Through Weld County, GIS based mapping information may be available for the service area. Consultant may be required to sign a license agreement for use of the GIS coverage. Any other information deemed necessary by the consultant and available to the Town shall be supplied to the consultant. Reports: The written report of the Town of Lochbuie Water System Master Plan shall include an executive summary, details and assumptions of all areas included, maps identifying all lines required to service the areas and all related details to these lines, details of plant requirements for services and a phased plan to provide for the increased growth, plant expansion and line expansion. The required number of copies is listed below: 10 copies - Preliminary Draft (for board and staff review only) and one digital copy in PDF format 9

10 10 copies - Final Draft and one digital copy in PDF format Presentations and Meetings: To maintain effective communications throughout the project, Consultant shall include at least the following meetings and presentations in the scope: One kickoff meeting Monthly progress meetings with the Town team One meeting to present the final report to the Town s Board of Trustees 10

11 ATTACHMENT IV INTERVIEW SELECTION CRITERIA Selection of the consultant(s) for interviewing will be based on the proposal. I. Proposal Evaluation Criteria A. Specialized Experience of firm This includes specialized experience directly relating to this project, demonstrated ability to complete the work within the required schedule and budget, quality control/assurance programs, and the depth of in-house and subcontractor support (if applicable). B. Project Personnel This includes the role, commitment, and qualifications (including specialty certification) of key personnel and their experience in the areas assigned. C. Approach to Work This includes the approach to the project scope outlined in Attachment III, the understanding of the project scope and schedule of work, and the interfacing of tasks. D. Other Considerations This includes comments received from references and unique/creative approaches to work. II. FINAL SELECTION CRITERIA Selection of the consultant(s) will be based on both the proposal and interview. A. Proposal Evaluation Criteria See above B. Interview Evaluation Criteria Presentation Style Content Ability to meet time constraints Effectiveness Communication/presentation skills 11

12 Questions and Answers Questions will be both technical and managerial in nature. Technical experience Managerial experience Creativity Communication skills Project Team Principal-In-Charge Project Manager Project Engineer C. Fee Schedule The contract for the scope of work will be based on a fee schedule with a not-to-exceed amount. Each firm interviewing shall provide a proposal consisting of man-hour and fee estimate for the project based on the services enumerated and the project time frame. Project fee and cost estimates are not considered binding evaluation criteria. The consultant shall submit the labor categories and staff hour estimates for each task organized and any other details that will affect the costs for the WSMP. The consultant shall summarize the information on the form shown as Attachment A and submit the information with the proposal. The consultants selected to be interviewed shall be capable of justifying the details of the proposal relative to personnel costs, overhead, how the overhead rate is derived, indirect expenses, and man-hours. Proposals for the WSMP shall be submitted in a sealed envelope. Fee quotations are to be stated in a fixed dollar amount for the report(s). The consultant shall be capable of justifying the quoted price. 12

13 ATTACHMENT A FEE SCHEDULE Firm: Item No. Description Hours Direct costs Total Cost 1 Records and facilities review 2 Determine current and future water demands 3 Hydrologic / hydraulic system analyses and modeling 4 Assess existing infrastructure 5 Evaluate alternatives and necessary improvements 6 Determine trigger points for water system expansion 7 Determine future water storage needs 8 Determine cost and feasibility of dual non potable water system 9 Advise on implementation and procurement strategies 10 Attend meetings and provide updates 11 Develop water system master plan, provide report Total 13

14 ATTACHMENT VI BACKGROUND DOCUMENTS The following information is available for viewing at Town Offices: As Built Drawings for the WTP The Town has limited as-built drawings for Town distribution lines All audit reports and financial records for the Town Town Utility Plan and Updates Water quality data from source water wells and water distribution system DRAFT Town Water Resource and Water Rights Master Plan- prepared by Bishop-Brogden Associates, Inc. May or June, 2016, including water rights decrees The Town recognizes that other records may be needed by the Consultant in the performance of this study. The Town agrees to provide any and all records that are available and deemed necessary for the completion of this project. 14

ATTACHMENT I EXISTING SOUTH LAREDO WASTEWATER TREATMENT PLANT

ATTACHMENT I EXISTING SOUTH LAREDO WASTEWATER TREATMENT PLANT The existing South Laredo Wastewater Treatment Plant (SLWWTP), located at 309 Riverfront Road, has recently completed upgrading the plant capacity