Water Filtration Plant Motor Control Center Upgrade Engineering and Design Services City of Bristol Tennessee RFP 16009

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1 Upgrade Engineering and Design Services RFP October 2016 I. Introduction The, herein after referred to as City, is seeking the services of an individual or firm to provide engineering and design services for upgrading the Water Filtration Plant Motor Control Center. The intent of the City is to execute an agreement with the successful firm to provide professional services for design of the plans, specifications, bid documents and contract documents for replacement of the existing Water Filtration Plant Motor Control Center. II. Project Overview / General Scope The Water Filtration Plant was built in and was commissioned in The plant is permitted to deliver 10.0 MGD of finished water and operates at an average of 6.0 MGD. The plant operates continuously and any upgrades to the Motor Control Center (MCC) shall allow for operation of the plant during construction and implementation of the project. The current MCC is the original equipment from when the plant was commissioned and is located in the High Service Pump Building (HSPB). The electrical service is provided by BTES and is fed underground from an offsite utility pole. A Medium Voltage (MV) pad-mounted transformer located on-grade adjacent to the HSPB provides 4,160 Volts to the existing MV Switchgear. In general the MV Switchgear provides service to three (3) high service pumps (400 hp, 500 hp and 600 hp) as well as a Low Voltage (LV) transformer. The LV transformer supplies power to the LV Switchgear also located in the HSPB. The LV Switchgear provides power for the remainder of the plant. A 4,160 Volts generator is also connected to the MV Switchgear to provide power to the plant should the commercial power feed be interrupted. In general, based on a Preliminary Engineering Report, the existing MV and LV electrical gear has surpassed the end of its design life and requires replacement. The selected firm will be responsible for preparation of bid and contract documents including the appropriate plans, specifications and cost estimates. The City may also choose to include construction inspection services in the agreement with the engineering firm. III. Proposal Content The proposal should provide a straightforward, concise description of the firm s capabilities to complete the project. The following is the requested format. A. Firm Name, Business Address, and Telephone Number including a point of contact for additional information.

2 B. Type of organization (individual, partnership or corporation) and year the firm was established. C. Profile of the firms experience, qualifications, and technical capabilities in conducting similar projects. Firms should list contact references for representative projects. D. Number of employees by discipline and/or primary function (specify if list is prepared for a branch office). E. Project team members including their vitae. F. The firm s approach to completing the project. G. The firm s estimated project schedule and number of days to complete the design. I. The proposal shall be signed by an authorized representative of the firm. J. Title VI Disclosure (Voluntary) IV. Submittal Information concerning this Request for Proposals may be directed to: Timothy H. Beavers Director of Public Works Phone: (423) A. All submittals must be received by the City prior to 5:00 p.m. local time on Friday, November 4, One (1) original and four (4) copies of the proposal shall be enclosed in a sealed opaque envelope clearly marked Water Filtration Plant Motor Control Center. All submittals must be delivered to the Purchasing Department to the attention of Ms. Crystal Key. Mailing Address Physical Address Purchasing Department Purchasing Department P. O. Box Anderson Street Bristol, Tennessee Bristol, Tennessee B. The proposals will not be publicly opened. All proposals will be treated as confidential throughout the evaluation process to the fullest extent permitted by law. After completion of 2

3 the evaluation of proposals, all submitted materials will constitute public records which are subject to public inspection and copying under Tennessee law. C. The City reserves the right to reject any or all proposals, to waive technicalities or informalities and to accept any proposal deemed to be in the best interest of the City. D. This Request for Proposals does not commit the to execute an agreement, to pay any costs incurred in the preparation of a proposal, or to contract for services. V. Selection Procedures A. Phase I - Evaluation of Proposal Initial review and screening of firms submitting proposals will be performed by a Consultant Selection Committee. Selection criteria will be based on the following items: 1. 35% - Experience and qualifications of the firm in providing similar services. This includes relative performance information provided by the representative project references % - Ability, experience and education of the firm s personnel and project team % - Technical staff availability to accomplish the project % - The firm s approach and schedule to complete the project. B. Phase II Oral Interviews Based on the selection criteria, the Evaluation Committee will choose several firms who would make viable candidates. The selected firms may be invited to participate in oral interview(s). C. Contract Negotiation Each proposal will be submitted with the understanding that the acceptance to furnish any or all of the items described requires the execution of an Agreement between the City and the firm. Based on the selection criteria and interview process, the highest qualified firm will be invited to submit a cost proposal. The prospective consultant and the City must come to a mutual agreement on the project scope, technical requirements, and the proposed compensation. Thereafter, the Evaluation Committee will make its recommendation regarding contract award to the Bristol Tennessee City Council who will make the final decision. 3

4 If negotiations for proposed compensation are unsuccessful, negotiations shall cease and commence with the second most qualified firm. The City may, at any time, in lieu of continuing negotiations, elect to redefine the scope of the project and invite another group of consultants to submit proposals. VI. Schedule of Events RFP Advertisement 10/14/2016 Closing date for Submittal 11/04/2016 City Completes Evaluation of Phase I Proposals 11/11/2016 City Completes Evaluation of Phase II Oral Interviews 11/18/2016 Completion of Contract Negotiation and Presentation to City Council for Contract Award 11/28/2016 This schedule is intended as a guideline for the timing of various events in this effort. Management requirements and other factors may cause certain of these dates to vary somewhat from original intentions. In no event, however, shall the deadline for Request for Proposals submittal be changed. 4

5 Title VI Compliance It is the policy of the to ensure equal opportunity in all aspects of its programs and services without regard to race, color, sex, or national origin under Title VI of the Civil Rights Act of This policy applies to the administration of programs, facilities, benefits, or services that receive assistance from the Federal government. During the performance of this contract, the successful vendor agrees as follows: 1. To comply with the regulations relative to nondiscrimination in Federally assisted programs of the Department of Transportation, Title 49, Code of Federal Regulations, Part 21, (hereafter referred to as Regulations ) as they may be amended. 2. To ensure nondiscrimination on the grounds of race, color, sex, or national origin in the selection and retention of subcontractors, including procurement of materials and lease of equipment. The vendor shall not participate either directly or indirectly in discrimination prohibited by Section 21.5 of the Regulations, including employment practices. 3. That during solicitations either by competitive bidding or negotiation made by the vendor for work to be performed under a subcontract, including procurement of materials or lease of equipment, all potential subcontractors be notified by the vendor of their obligations under this contract and Regulations relative to nondiscrimination on the grounds of race, color, sex, or national origin. 4. That all information and reports required by the Regulations be readily accessible by the or the Tennessee Department of Transportation as may be pertinent to ascertain compliance with the Regulations. 5. That in the event of noncompliance with the nondiscrimination provisions of the contract, the City shall impose contract sanctions as it or the Tennessee Department of Transportation may determine to be appropriate, including but not limited to: a. Withholding payments until compliance is made, and/or b. Cancellation, termination, or suspension of the contract, in whole or in part. 6. That the vendor includes these provisions in all subcontracts, including procurement of materials and leases of equipment. 5

6 Title VI Voluntary Disclosure by Vendors/Contractors The purpose of this request is to provide statistical information related to Title VI regulations. This is a VOLUNTARY disclosure. The information requested pertains to the company owner. Race: White Black Hispanic Asian Other Gender: Male Female This form will be maintained on file in the Purchasing Department for review by the City of Bristol Tennessee and the Tennessee Department of Transportation Title VI Compliance Office. 6

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