REQUEST FOR PROPOSAL FOR DISTRIBUTION HYDRAULIC MODEL CREATION AND ANALYSIS OF THE GREEN ACRES PROJECT. PROPOSALS DUE July 16, :00 A.M.

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1 REQUEST FOR PROPOSAL FOR DISTRIBUTION HYDRAULIC MODEL CREATION AND ANALYSIS OF THE GREEN ACRES PROJECT PROPOSALS DUE July 16, :00 A.M.

2 INTRODUCTION Orange County Water District (OCWD or District) is seeking proposals from qualified consultant firms that are interested in providing computer hydraulic model creation and analysis of the Green Acres Project (GAP) distribution system. The extended period model shall run under the Innovyze InfoWater extension of ArcGIS for a 7-day simulation. There are approximately 115 end-user meters, 37 miles of OCWD owned pipeline, 2 pump stations, 1 treatment plant, and 2 water storage reservoirs. As part of the model creation, the consultant will determine production and demand patterns. The model will be calibrated and validated by the consultant. The consultant will analyze the model for various demand conditions and prepare a report comprising operational recommendations, system limitations and deficiencies, and efficiencies that can be further studied. The consultant will also provide training to OCWD staff on operation of the model. This Request for Proposal (RFP) describes the project, required scope of services, project milestones, consultant selection process, and minimum information that must be included in the proposal. Failure to submit information in accordance with these requirements and procedures may result in disqualification. The proposals shall include at a minimum the tasks outlined in the RFP. The consultant shall assemble a team and provide one lead individual, the Project Manager (PM), who shall bear overall responsibility for all consultant services as outlined in this RFP, and who shall report directly to the District s Project Manager

3 1 PROJECT BACKGROUND OCWD's GAP is a non-potable water reuse effort that provides recycled water for landscape irrigation at parks, schools and golf courses; industrial uses, such as carpet dying; toilet flushing; and power generation cooling. Due to the growing demand for water, drought conditions, financial expense of alternative water sources, and mandates from the California government, recycled water should be used for irrigation, industrial, and other non-potable uses, when available, to reduce demand for higher quality drinking water. The use of recycled water in Orange County also reduces the amount of water extracted from the groundwater basin, reduces the amount of imported water, and reduces the potential for seawater intrusion into local supplies. Since 1991, GAP has provided an alternate source of water to the cities of Costa Mesa, Fountain Valley, Huntington Beach, Newport Beach and Santa Ana. There are approximately 100 different sites currently using GAP water including: Mile Square Park and Golf Courses, Costa Mesa Country Club, Mount Olive Memorial Park, Centennial Park, Big Canyon Country Club, Newport Beach Country Club, Hyundai Motor America, Chroma Systems, IKEA, Kaiser Permanente, Plaza Tower, Caltrans, OC Performing Arts Center, South Coast Plaza, and Orange County Sanitation District. The total annual demand for GAP water in fiscal year was approximately 3,870 acre-feet, an average of 3.5 million gallons per day (MGD). Current seasonal variations in GAP demand range from 1 to 9 MGD. The GAP has a treatment plant design capacity of 7.5 MGD of recycled water. OCWD receives secondary treated wastewater effluent from the Orange County Sanitation District (OCSD) for use in both the Groundwater Replenishment System (GWRS) and the GAP system. For the GAP system, the OCSD flows are treated to a tertiary level (Title 22 of the California Code of Regulations) by mixing in coagulant, passing though flocculation paddles, filtration through dual-media beds (sand and anthracite), and to final disinfection in the chlorine contact chamber before being discharged to a storage reservoir. The supply to the GAP distribution system can be supplemented with deep well colored groundwater and flows from the GWRS. The GAP distribution system consists of two separate pump stations, two reservoirs with a combined storage capacity of 7.5 million gallons, approximately 37 miles of OCWD owned pipelines, a dedicated service pipeline to OCSD Plant No. 2, and an intertie pipeline to Irvine Ranch Water District s (IRWD) recycled water distribution system. During rainy seasons, the GAP treatment plant is often taken offline to allow IRWD to supply water for the GAP distribution system. OCWD owns and maintains the GAP distribution system. OCWD sells water to the local Retail Agency at the end-user meter location. At the same location, the Retail Agency sells the water to the end-user. Generally, each end-user metering device is owned by the Retail Agency. 2 GENERAL SCOPE OF WORK 2.1 Project Management Meetings A project kickoff meeting shall be held to discuss the proposed work plan, data collection requests, schedule, and project communications. At a minimum, progress meetings shall be held monthly and are to be located at the District s Fountain Valley office

4 For each meeting, the Consultant shall prepare an agenda, record the minutes, and submit a copy of the minutes to the District, for review, within five (5) working days after each meeting, and before distribution Schedule The Consultant shall prepare and submit an initial schedule with the critical milestones for the major tasks involved in the Project to be provided at the Project s kickoff meeting. The schedule will be updated and submitted at least monthly. Additional schedules may be provided as directed by the District Monthly Project Status Reports The Consultant shall prepare a project status report, on a monthly basis, to provide an accurate accounting of work effort rendered and a continuous appraising and monitoring of both work progress and budget status. 2.2 Data Collection and System Review The District maintains a GIS database of the GAP distribution facilities, and has the locations of all 115 of the current meter locations. The vast majority of the pipeline data includes diameter and material attributes. As-built drawings are not available for the remaining portion and will need to be determined by some other method to be recommended by the Consultant. Monthly demand data is available from billing records for each of the existing meters, daily demand data is available for four of the GAP system s largest users, and daily pressure data is available for at least two meters. SCADA information will be made available for the supply and production facilities (not the demands) The consultant shall identify the data required to complete the project and collect the necessary information. A data collection list shall be provided at the project kickoff meeting. 2.3 Mass Balance and Demands Analysis Using the SCADA and demand information available, the Consultant shall analyze the data for annual, monthly, weekly, and daily trends. A mass balance analysis shall be performed for flows for the entire system (only one pressure zone) These supply facility trends shall be analyzed against billing data and shall be used to determine average, maximum, and minimum water demands. Demands shall be identified and categorized by type of use. Demand peaking factors shall be determined for maximum month, maximum day, and peak hour demand conditions. 24-hour diurnal demand patterns for each user type shall be created for analysis of the EPS model The Consultant shall recommend procedures for collecting more precise demand information for development of the diurnal patterns and peaking factors for each of the specific user types. At a minimum, the user types are to consist of irrigation, golf courses, and industrial uses. It is preferred that this collection will occur during the peak demand season, assumed to be middle to late summer. As previously mentioned, limited demand information will be available for some users. 2.4 Create Hydraulic Model The Consultant shall create a computer model of the existing GAP distribution supply, production, and storage facilities, including a node for each meter location. The model shall include all the pipes that are included in the GIS database. The model shall contain all necessary data to properly simulate the system operation of the VFD pumps, storage tanks, interties, turnouts, and regulating valves. The model shall be created using - 4 -

5 Innovyze s InfoWater modeling software. Scenarios and data sets are to be created to provide an Extended Period Simulation (EPS) model for seven (7) days Demands shall be allocated in the model for each meter based on the meter location provided in the GIS database and billing data. The link between the meter location and billing data will be provided by the District. 2.5 Model Validation The EPS model shall be validated to the available SCADA information and daily demand information. The model will include application of the current facility controls, logic, and system operations to model the various demand and operational scenarios. A model validation will be performed for one demand/operational condition by comparing model output to available SCADA information, preferably for the peak demand period of middle to late summer. Based on the results of the comparison, model input data (pipe C-values, pump settings, tank levels, supply production, etc.) shall be modified to match SCADA. 2.6 Model Analysis The model shall be analyzed for three (3) existing EPS demand conditions to consist of minimum, average, and maximum week demands. The analysis shall indicate system performance and identify any deficiencies in the system. Results of the analysis shall be reviewed with the District along with any recommendations to correct deficiencies. Recommendations for operational efficiency gains, performance enhancements, and/or further analysis/study shall be included A future system analysis shall be performed to evaluate how much additional capacity the existing system has for additional demand and/or distribution expansion. The Consultant shall assume up to three (3) future alternative analyses, selected by OCWD, will be conducted for potential expansion. Alternatives could include expansion of the system further into the Cities of Fountain Valley, Huntington Beach, Newport Beach, or Santa Ana The model and actual distribution system pumps shall be analyzed for operational efficiency gains and performance enhancements. The consultant shall recommend and describe changes or improvements that could reduce the number of pump starts, reduce electrical demands, and/or better coordinate pump control logic of the two pump stations. Cost estimates for implementation of the recommendations shall be included. 2.7 Model Report A modeling report shall be prepared that describes the model development, demands, patterns, and analysis results and recommendations. The report shall provide a description of the various existing user types, demands and diurnal patterns, system performance, and potential for future user connections. Results of the model validation effort shall be provided, with detailed comparison tables and results figures for model output versus available SCADA information. Improvement recommendations shall be identified and shown on facility graphics The modeling report shall be submitted for review at the 75%, 90% and 100% completion levels

6 2.8 Training & Model Delivery The Consultant shall deliver a final working InfoWater model to OCWD that includes all alternatives and scenarios outlined in this RFP. OCWD shall own exclusive rights to the model including future use and manipulations of such The Consultant shall assume training workshops will be provided to District staff at the completion of the project. The training workshops shall be assumed to include two (2), two (2) hour training sessions at the District office. The training workshops shall provide an overview of the model development process and procedures for updating and manipulating the model, including review of the various model element data, and scenario and controls management. 3 PROJECT SCHEDULE The District anticipates that the process for selecting a consultant, awarding the agreement, and execution of the work would be according to the following tentative schedule: Advertise and Issue RFP June 22, 2018 Proposal Due Date 10:00 A.M. July 16, 2018 Agreement Award August 15, 2018 Agreement Execution August 31, 2018 Kick-Off Meeting September 4, % Submittal October 8, % Submittal October 29, % Submittal & Training November 30, ELEMENTS OF PROPOSAL Please include the following in your proposal: 1. Cover letter. 2. The proposal shall be limited to ten (10) one-sided pages with type no smaller than 10-point font. The ten-page limit excludes cover letter, tabs, dividers, table of contents, executive summary and resumes. 3. Scope of Work, a detailed discussion of the consultant s understanding and approach to the project, a breakdown and explanation of project tasks, and estimation of hours for consultant services, and documentation of the consultant qualifications for the scope of work. 4. Project team description (with resumes of key personnel), briefly emphasizing experience and capabilities of key project members as related to the outlined scope of work. Indicate the estimated number of hours and percentage of time each member will contribute to the project. Include the home office and location of each project team member

7 5. Representative project experience, including a brief description of the work performed the period in which the work was performed, the contract value, and client contact information, including name, address, and telephone number. 6. A statement that the Consultant has read and can execute the District s standard professional services contract and can comply with the insurance requirements. 7. Avoid copying large amounts of text from this Request for Proposal. Unless stated otherwise in the proposal, the District assumes that Consultant understands the content of this Request and that the Consultant will perform all tasks outlined herein. 8. Fee proposal - submitted in a separate, sealed envelope. Provide a matrix table of the hours and costs for each project task broken down by individual project staff, labor rates, subconsultants fees, and equipment costs. The fee proposal shall be based on services provided on an hourly-rate basis, with a total not-to-exceed fee. Provide a rate schedule for proposed services. 5 SELECTION PROCESS Selection of the consultant will be based upon the proposal contents, understanding and approach to the work, prior experience of the firm, specific experience and capabilities of the project team members, and fee proposal. The team members should be competent in all areas outlined under the scope of work above. The District may hold interviews and include interview scoring as a portion of selection. Based upon this information, OCWD staff will recommend a firm to OCWD s Board of Directors for award. The selected firm must be able to begin work immediately upon execution of Agreement and must be able to maintain the required level of effort throughout the entirety of the project. The evaluation criteria listed in the OCWD Proposal Evaluation Form (Exhibit A) will be used to evaluate each consultant. Interviews may or may not be a part of the selection process. 6 PRE-SUBMITTAL ACTIVITIES 1. Questions Concerning Request for Proposals All questions regarding the RFP should be presented in writing to: Orange County Water District Attn: Ben Smith, P.E Ward Street Fountain Valley, CA Phone: (714) bsmith@ocwd.com 2. Pre-Proposal Meeting There will be no pre-proposal meeting for this scope of work 3. Revision to the Request for Proposals The District reserves the right to revise the RFP prior to the date the proposals are due. Revisions to the RFP shall be sent to potential proposers identified by the pre-proposal sign-in - 7 -

8 sheet. If a potential proposer cannot attend the pre-proposal meeting, but wishes to be on the RFP revision distribution list they must notify the District s Project Manager in writing no later than the day after the date of the pre-proposal meeting. The District reserves the right to extend the date by which the Proposals are due. 4. Proposal Due Date Sealed proposals will be accepted at the office of the Orange County Water District, Ward Street, Fountain Valley, California 92708, until 10:00 AM local time on Monday, July 16, The final sealed proposal shall include five (5) hard copies and one (1) digital PDF of the proposal document. Firms are required to submit one (1) hardcopy of the fee proposal and one (1) digital copy of their fee proposal in a separate sealed envelope. Proposals will be reviewed by OCWD staff and recommendations for issuance of a Professional Services Agreement to the successful proposer are anticipated to be made to the OCWD Board of Directors in August Material Available for Review A brief description of the GAP and a distribution map can be found at: 7 SPECIAL CONDITIONS 1. Reservations This RFP does not commit OCWD to award a contract, to defray any costs incurred in the preparation of a Proposal pursuant to this RFP or to procure or contract for work. 2. Public Records All Proposals submitted in response to this RFP become the property of OCWD and are public records and as such are subject to public review. 3. Right to Cancel OCWD reserves the right to cancel, for any or no reason, in part or in its entirety, this RFP including but not limited to: selection schedule, submittal date, and submittal requirements. If OCWD cancels or revises the RFP, OCWD will attempt to notify all the Proposers. 4. Additional Information OCWD reserves the right to request additional information and/or clarifications from any or all Proposers. 5. Public Information Release of Public Information selection announcements, contract awards, and all data provided by OCWD shall be protected from public disclosure. Proposers desiring to release information to the public must receive prior written approval from OCWD. 6. Professional Services Agreement The selected consultant will be required to sign a Professional Services Agreement and to provide the Insurance Certificates and all other required documentation within ten (10) calendar days of notice of award. A sample Agreement is attached as Exhibit B

9 7. Insurance Requirements The minimum insurance requirements are: $2 million ($4 million aggregate) for Commercial General Liability insurance, $1 million for Automobile Liability insurance (including Additional Insured endorsement for both General Liability and Automobile Liability insurance), $1 million for Workers' Compensation insurance (including Waiver of Subrogation endorsement for Workers' Camp), and $1 million for Professional Liability (Errors and Omissions) insurance. 8. Construction Conflict of Interest The Consultant shall not be eligible to construct the subject project, nor partner in any way with the Contractor or Construction Management firms executing the construction activities unless expressly authorized by OCWD in writing. 9. Equal Employment Opportunity and Affirmative Action Requirements The Proposers shall provide a Statement of Equal Employment Opportunity/Affirmative Action. The consultant and each subcontractor shall not discriminate in the employment of persons on the work because of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sexual preference or sex of such persons except as permitted by Section of the California government Code. The consultant is expected to maintain policies similar to those of OCWD regarding equal employment opportunities and affirmative action as set forth in OCWD s Administrative Policies

10 EXHIBIT A OCWD PROPOSAL EVALUATION FORM

11 Project: GAP Distribution Modeling ORANGE COUNTY WATER DISTRICT PROPOSAL EVALUATION FORM Proposing Firm: Reviewer: 1 Criteria Approach and Understanding of the Work Weighting (%) 25 Score (100) Weighted Score Comments 2 Work Plan and Schedule 25 3 Project Experience & Record of Success on Similar Projects 25 4 Project Team 25 Total 100 Scoring: 100 = Excellent 85 = Above Average 75 = Average 65 = Below Average 50 = Poor

12 EXHIBIT B SAMPLE OCWD PROFESSIONAL SERVICE AGREEMENT