REQUEST FOR PROPOSAL. Operations, Maintenance and Data Collection Easterly, Westerly and Southerly Pilot and Demonstration Plants WBS NO.

Transcription

1 REQUEST FOR PROPOSAL Operations, Maintenance and Data Collection Easterly, Westerly and Southerly Pilot and Demonstration Plants WBS NO November, 2012 This Request for Proposal (RFP) is being sent to interested consulting firms for professional services involving Operation, Maintenance, Data Collection and Evaluation and Recommendations for the subject project. The District considers this project a Category 1 (high risk). This category will factor into the scope and negotiation with the successful consultant. The RFP is organized as follows: SECTION 1.0 SECTION 2.0 SECTION 3.0 SECTION 4.0 SECTION 5.0 SECTION 6.0 SUBMISSION OF PROPOSALS INTRODUCTION DESCRIPTION OF PROJECT AND SERVICES PROPOSAL CONTENT AND FORMAT PROJECT SCHEDULE EVALUATION AND SELECTION PROCESS Various supporting and informational documents are referenced throughout this RFP. Unless otherwise noted, these documents are available on the Consultant and Contractor Resource Page on the District s internet site ( Any future addenda related to this project will be posted to the NEORSD website under the Bids and Proposals section. Additional information related to this RFP is provided through a designated ftp Sharefile site. This site can be accessed at Additional information specific to this RFP that can be found on the Sharefile are as follows: Consent Decree SFPI-2 Contract Documents, (CEHRT drawings in Volume 3) SFPI-2a Contract Documents Work Plans for CE-HRT Operation CEHRT Workshop presentation Technical Memos from SFPI-2 Page 1 of 20

2 1.0 SUBMISSION OF PROPOSALS Proposals for providing these services will be accepted until the close of business (4:30 P.M.) on December 6, Proposals are to be delivered to the following name and address: Julius Ciaccia, Executive Director Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH Attn: Kellie Rotunno, Director of Engineering and Construction Late submittals will not be considered. Proposals not meeting the requirements of this RFP may be deemed non-responsive at the sole discretion of the District. A mandatory pre-proposal meeting for consultants considering submitting as a prime will be held at 9:00A.M. on November 16, 2012 at the Easterly Wastewater Treatment Plant, Lakeshore Boulevard, Cleveland, Ohio. Questions regarding this RFP shall be directed to Greg Binder at the pre-proposal meeting or ing to binderg@neorsd.org. Page 2 of 20

3 2.1 PROJECT BACKGROUND 2.0 INTRODUCTION The Northeast Ohio Regional Sewer District entered into a consent decree with the United States and Ohio Environmental Protection Agencies (OEPA/USEPA) and the United States Department of Justice (USDOJ) in 2011 to implement, within a 25-year time limit, a long term control plan to control combined sewer overflows (CSO) currently impacting Lake Erie and its tributary streams. The consent decree is a public document that can be accessed through the NEORSD Project Clean Lake web site at The plan includes a series of control measures comprised of wet weather plant upgrades, collection system improvements, remote storage tanks, and implementation of green infrastructure technologies limiting storm inflow. In Appendix 1, Control Measures 2, 3, and 4 require the District to conduct planning, demonstration/piloting, reporting, design, construction and place in full operation wet weather facilities at each of the three District wastewater treatment facilities to prove that the wet weather facilities can reliably meet the effluent limits required by the Control Measures. These facilities are referred to as CE-HRT (Chemically Enhanced-High Rate Treatment). The District is required to operate demonstration/pilot facilities and submit a pilot test report for approval within 42 months of work plan approval for the Easterly and Southerly wastewater treatment facilities and within 54 months for the Westerly wastewater treatment facility. The Work Plans were approved on September 20, The pilot study reports for Easterly and Southerly must be submitted by March, 2015 and the report for Westerly by March, To evaluate the effectiveness of CE-HRT technology, performance evaluation criteria will follow the bypass effluent criteria specified in the Control Measures; Achieve 40.0 mg/l Total Suspended Solids (TSS) across seven consecutive activations Achieve 126/100 ml E. Coli (recreational season geometric mean), 284/100 ml E. Coli (rolling seven days of activation geometric mean) and mg/l residual chlorine. The three demonstration/pilot facilities are briefly described as follows: Southerly: Primary Tank 18 is being reconfigured as part of Construction Contract SFPI-2, with Shook Construction Co. The demonstration operation will treat up to 70 mgd in Primary Tank 18. Primary influent will be gravity fed from the existing influent channel. Disinfection and FeCl equipment are being housed in a temporary building just east of Primary Tank 18 and Road B. The disinfection facility is designed for a peak influent flow of 100 gallons per minute (gpm). The construction contract documents require that all work associated with the Southerly CEHRT Facility be completed by April 9, Westerly: Modifications to Tank A in Quad A of the Combined Sewer Overflow Treatment Facility (CSOTF) are being constructed as part of Contract SFPI-2A, with Nerone and Sons, Inc. This will be the demonstration treatment tank. During wet weather raw sewage from the dewatering station will provide raw sewage to Tank A at up to mgd. Disinfection and chemical storage and treatment equipment is housed in nearby existing buildings. The Page 3 of 20

4 disinfection facility is designed for a peak influent flow of 100 gallons per minute (gpm). The construction contract documents require that substantial completion of the Westerly demonstration project be achieved by March 3, Easterly: A pilot facility is being constructed as part of Contract SFPI-2A. The CE-HRT and disinfection equipment and pilot are being housed in a temporary building to be located to the southeast of the Easterly headworks building. The pilot will be provided with raw sewage at up to 125 gpm from temporary submersible pumps in the Easterly overflow channel. The construction contract documents require that all work associated with the Easterly pilot plant be completed by February 1, The pilot tests facilities for Easterly and Southerly will be operated for up to 24 months with the intent of evaluating performance for at least seven consecutive events. The Westerly pilot will be operated for up to 36 months. The purpose of this project is to provide the District with the management, labor, and operational expertise necessary for pilot startup at all three plants, pilot study operations throughout the duration of the project and preparation of draft Pilot Test Reports for District use in submitting to the regulatory agencies. As noted above the pilot/demonstration facilities are scheduled to be operational at various times and be operated for different periods of time. As part of the proposal, the consultant shall provide a recommended approach to the start-up and operation of the three pilots/demonstrations. 2.2 AVAILABLE INFORMATION Consultants may request to examine documents not already provided as an exhibit to this RFP. If the request is approved, the documents will be made available at the District s Administrative Office for examination. To schedule an appointment to examine relevant District documents, contact Greg Binder by calling Ext or ing at binderg@neorsd.org. 2.3 RESTRICTIONS ON USE OF PROPRIETARY SOFTWARE The consultant is expected to enhance the District s flexibility to accomplish follow-up studies or design related efforts as well as other District projects. Software utilized by the consultant in accomplishing the scope of services must support this expectation, and, at the District s request, must be provided for its use. Use of proprietary software which cannot be made available to the District at the end of this project is not allowed. 2.4 EVALUATION OF CONSULTANT PERFORMANCE AFTER SELECTION The District will evaluate the performance of consultants on its projects, in the interest of improving project designs, ongoing consultant performance, and future project selections. The Consultant Project Performance Evaluation form that the District will use is located on the Consultant and Contractor Resource Page on the District s SharePoint site. Page 4 of 20

5 3.0 DESCRIPTION OF PROJECT AND SERVICES 3.1 DESCRIPTION OF PROJECT The demonstration and pilot facilities have been designed and are under construction. Construction documents are appended to this RFP. In order to demonstrate compliance as required by the CSO Consent Decree and the EPA approved Pilot Work Plans for the CEHRT pilot facilities at the Easterly, Southerly, and Westerly wastewater treatment plants, a minimum of 7 consecutive piloted events per facility will be required. The estimated frequency of overflow occurrences during a typical year for which operation of the demonstration and pilot facilities are required is listed in the following table. The necessity to simulate an overflow and/or bypass event during wet weather may be required based on pilot performance and/or occurrence of actual overflow events. The task and hour summary in Section 4.4 should be based on 20 events per facility, should assume the utilization of one District employee per plant and that each pilot/demonstration plant will be operated for 8 hours for each event. WWTP WWTP Overflow Frequency and Volume for the Typical Year # of CSO or Bypass Events Volume MG Easterly Southerly Westerly Scenario Recommended Plan Recommended Plan Baseline 11 Unknown Unknown Source Easterly No Feasibility Alternative Analysis (NFA). Jan 2008, Table 3-3, page 3-19 & Southerly WWTC NFA Memo, Jan 2008, Table 3-6, page Westerly CSO Phase II Facilities Plan, Dec 1999, Table 7-3, page Westerly Area-CSOTF Improvements - High Rate Sedimentation CSOTF Conceptual Assessment, March 2005, pg 4 and Appendix A. 3.2 REQUESTED TASKS AND SERVICES The District is requesting the following major tasks be performed to address the needs of this Project: Task 1. Operating Plan Provide a detailed plan outlining how the consultant would staff, operate, maintain, collect and transport samples, provide backup analytical lab services, manage data, and report on the performance of the three pilot/demonstration facilities. The plan shall be in compliance with the EPA approved Work Plans and shall include as a minimum the following: Page 5 of 20

6 a. Staffing Plan including the general location and the total number of staff that will be available to operate the demonstration/pilot systems. The staff must include at least one Ohio Class 3 wastewater operator (or equivalent) experienced in the chemical treatment of wastewater. The District will provide one operations specialist at each of the three wastewater treatment plants to assist in the operation of the demonstration/pilots. The proposal shall demonstrate how these individuals will be incorporated into the overall staffing plan. A previous analysis completed by the design consultant estimated that a staff of four would be required to operate each pilot facility. The consultant should develop its own estimate and include it with the proposal. b. Weather forecasting to predict demonstration/pilot operation. The selected consultant will have the responsibility of making decisions as to when to call in staff to operate the demonstration/pilots. The proposal shall identify how the consultant anticipates tracking storms, deploying its staff and notifying District Operations, District Security, District Engineering and Construction, and the District Laboratory of an anticipated event. Estimates of rainfall intensities that may trigger wet weather events at each of the facilities are provided in Chapter 6 of each of the workplans. It is also possible that during a wet weather event the District will want to simulate an overflow or bypass in order to test certain flow rates. In its proposal the Consultant should state its methodology for evaluating whether simulated storms would be necessary to generate adequate data for demonstrating pilot performance. Although it will be the responsibility of the consultant to initiate pilot operations for a wet weather event, the District will always retain the right to discontinue an event should there be an adverse impact on plant operations. c. Wet weather operating plan, including startup of systems, sample labeling, and collection of samples (pre-printed labels and containers to be provided by the District), sample chain of custody procedures (form to be provided by the District), and flow rates, chemical dosages etc. It is expected that this operating plan will be reviewed and possibly revised based on experience gained from each wet weather operation. The proposal shall present the criteria for deciding when to initiate operation of the demonstration/pilot facilities for each wet weather event forecasted and what the anticipated response time should be in order to capture first flush events. If the Consultant is responsible for a sample not being tested due to Chain of Custody errors, the Consultant shall operate the pilot for another wet weather event at its own expense. d. Pre and post event preparation and cleanup and debriefing after each event. The event debriefing should include recommendations, based on performance results, on changes that should be made to the pilot operations such as changes in chemical dosages or even changes in coagulants and/or flocculants. For each wet weather Page 6 of 20

7 event, at each plant, the consultant shall provide a post event report that summarizes the results of that event (e.g., operating summary, analytical results, overflow rates, precipitation, and duration of event). These event reports will be used as the basis of the Pilot Testing Report that is required to be submitted at the conclusion of the pilot/demonstration periods. The District currently maintains a rain gauge network within its service area consisting of about twenty-five gauges. Figure-1 shows the location of these rain gauges. Data from each rain gauge is collected every minute. Data is sent from the gauges every fifteen minutes if it isn t raining. When rainfall accumulation begins to register, data is transmitted every five minutes until two hours after the last tip occurs. After the last tip it returns to the fifteen minute transmit time. A report is generated daily showing total rain accumulation for the twenty-four hour period and intensity (inches per hour) for 1, 5, 15 and 60 minute intervals. This information will be made available to the consultant. e. It is intended that the District s laboratory will provide the primary analytical services but the operating plan should provide the name of the laboratory that will provide backup services should the volume of work exceed the capacity of the District s laboratory. It is anticipated that the District laboratory may only require assistance with testing of bacterial samples. The operating plan should also provide information on the method for transporting samples to the District lab or the private lab. The proposed laboratory must be accredited/certified to perform analyses for all applicable analytes. A copy of the accreditation/certification must be submitted before the contract with the consultant is signed. Acceptable certifying bodies include: United States Environmental Protection Agency, Ohio Environmental Protection Agency, Voluntary Action Program, National Environmental Laboratory Accreditation Program, American Industrial Hygiene Association, and the International Organization for Standardization. Analyses and determinations must be performed by qualified personnel in conformance with the United States Environmental Protection Agency approved test procedures. f. Develop the Quality Assurance Project Plan (QAPP) for the project. The Ohio EPA has a template for QAPP preparation that should be utilized for this project. The District s Analytical Services staff will provide significant input into the development of the portion of the QAPP related to sample collection and analyses. g. Preventive and corrective maintenance to ensure the pilots can be successfully operated throughout the scheduled period. h. Data management plan including a description of how the consultant will store data and how the data will be made available to the District. Page 7 of 20

8 Page 8 of 20

9 Task 2. Maintenance of Equipment Maintain the three demonstration/pilot facilities to assure readiness when wet weather opportunities for operation occur. Include preventive maintenance of equipment and facilities. For Easterly, the consultant s responsibility for equipment maintenance will begin with the submersible pumps that are being installed in the Easterly overflow channel. At Southerly the consultant will be responsible for maintaining the ferric chloride and polymer feed equipment and chemical mixers in the Primary Tank 18 influent channel and for all equipment beginning with the temporary primary effluent feed pumps that pump flow to the temporary disinfection building. For Westerly the consultant will maintain the controls for switching the dewatering pumps to demonstration, the chemical feed systems, chemical mixers, and the temporary disinfection equipment. A specific allowance will be established to provide for equipment replacement. In general at all three facilities, the consultant shall be responsible for maintenance of all temporary equipment including, but not limited to, samplers, chemical feed equipment, meters, analytical equipment, plumbing and disinfection tanks. Task 3. Wet Weather Operation a. Electrical power will be provided by NEORSD. b. Other than the ferric chloride at Westerly, all chemical used for the pilot operations will be provided by the consultant c. All other incidentals and expendables are by the consultant d. Operational decisions by consultant affecting flow rates and chemical dosages are anticipated during wet weather operation. Task 4. Collect, Record, Evaluate and Report Operational Data (Post Event Debriefing) a. As a minimum the following data shall be calculated/recorded for each wet weather operation: 1. Pilot flow rate 2. Surface overflow rate 3. Detention time (settling and disinfection) 4. Chemical dosages 5. Influent wastewater characteristics (from lab data) 6. Effluent wastewater characteristics (from lab data) 7. Rainfall data, and antecedent conditions b. The evaluation of each wet weather operation shall be conducted immediately after such data is available. Changes in chemical dosage, type of coagulant or polymer should be proposed if appropriate. The validity of data should be confirmed at this time. Page 9 of 20

10 Task 5. Laboratory Analysis Sampling, preservation, transportation, chain of custody, analysis and all details shall be as required by the QAPP. The scope of laboratory analysis shall be as presented in the work plan, as a minimum. Task 6. Pilot Testing Report Prepare an outline for the Pilot Testing Report, and populate this with data as collected with information from the individual event reports. The final report will be edited and submitted by NEORSD to the regulatory agencies. The consultant may also be requested to provide input into the post-construction monitoring plan that is required by the Consent Decree. Task 7 Specific Allowances Specific allowances for, chemicals and equipment replacement and supplemental analytical services have been identified. The consultant should base the Technical Approach section of the proposal on the described tasks and the description of the project and services in this RFP. Negotiation of the Scope of Services with the successful consultant will begin with a project specific version of the Exhibit B Scope of Services which is included in this RFP as Attachment A. The successful consultant will work with the District to revise and refine the Scope of Services to meet the District s needs for the Project. 3.3 PROJECT UNDERSTANDING Proposals will be evaluated in part on the consultant s understanding of key issues, challenges, and technologies that may determine the success of the Project. The consultant may present information in the Proposal related to concepts that significantly enhance the operation, maintenance, and functionality of pilot studies Page 10 of 20

11 4.0 PROPOSAL CONTENT AND FORMAT Each consultant shall submit one original and six (6)) copies of the proposal, as well as an electronic version, in.pdf format with bookmarks, on either a CD or USB drive. The font size on all submitted materials shall be equivalent to Times New Roman 12 pt or larger. Proposals shall be no more than 40 printed pages, with hard copies printed on sheets of doublesided recycled paper. All pages will be counted (i.e., each side of a sheet will count as a unique page, so one double-sided sheet will be counted as two pages) unless indicated otherwise in this RFP. Sheets that are 11 x17 shall be counted as two pages per side, or four pages if double sided. The following information shall be included in the proposal: 4.1 EXECUTIVE SUMMARY Include a concise synopsis of the proposal focused on how the consultant will address the District s key issues with its approach and team. 4.2 PROJECT DELIVERY The District is looking for consultants that will provide excellent service and deliver quality projects for the District. The District expects this quality service to extend through the entire duration of the Project. In this section of the Proposal present the capabilities, skills, and experience of your project manager as well as how you have served the District on prior projects. These factors will be strongly considered in selecting the successful consultant for this Project Proposed Project Manager The District expects the proposed project manager to lead the consultant project team, be the single point of accountability for project delivery, and provide the primary point of communication between the District and project team. Describe the proposed project manager s experience on similar projects, experience on other District project, and skills and results supporting the ability to serve the District. The project manager is considered the most important key team member, and will be committed for the Project s duration. Any change in project manager, or any other key team member, will require prior approval by the District. The consultant s proposed project manager must be experienced in projects of the magnitude and complexity of this Project. Of particular interest will be the project manager s experience in managing pilot studies and making operational decisions (during and after wet weather events) in wastewater pilot and demonstration studies. It is expected that the consultant s proposed project manager will be available for frequent personal interaction with the District and will be able to communicate with the pilot plant operating staff and District Operations prior to an anticipated wet weather event and during wet weather events to make recommendations regarding the adjustment of operating conditions. In addition the project manager must meet the following requirements: Page 11 of 20

12 Must have had a key role in projects of similar or complementary nature. Must have managed projects of a similar or greater complexity and/or size Performance on District Projects Summarize your team s experience on District Projects. List the District staff that you worked with and would be most familiar with your work. Your prior performance on District projects is an important consideration in the selection process. The successful consultant s performance will be formally evaluated on this Project for use in subsequent procurements. Consultants that do not have prior experience working for the District will receive a neutral rating for this evaluation criterion. 4.3 QUALIFICATIONS Because of the critical nature of the work described within this RFP, the District seeks services from highly experienced and qualified teams. The teams must be able to staff this project with qualified individuals, experienced in the key technical disciplines needed, who shall remain committed to this work from inception through completion. A clear and comprehensive organization chart must be presented to illustrate the organization of the team and key team members, including subconsultants Experience of Key Team Members on Similar Projects Include brief resumes of key staff members (excluding the proposed project manager, who should be addressed as noted in section 4.2.1) and/or subconsultants proposed to work on the project. The information should be focused on experience on similar and/or complementary projects. The information for these projects shall include, at a minimum, the following: project description, key staff member s role, client, client contact information, construction cost, and year completed. The roles proposed for each subconsultant as well as their qualifications in that area shall also be identified in the Proposal. Key consultant staff include but are not limited to project manager, operating and maintenance staff, lab manager, technical advisors, and other key staff on the top or mid levels of the proposed organization chart. Your ability to identify and highlight key staff in the Proposal will be considered when evaluating your understanding of the Project. In addition, the Proposal should include a description of three (3) of the most recent projects/programs/efforts that included similar scope of work for the prime consultant and relevant subconsultants. The following information shall be included for each project: Project title Firm name Page 12 of 20

13 Role of firm Proposed team members involved Project description Client name Client contact (address, phone, ) Year completed Key Team Members Availability It is expected that the consultant will honor its proposed project staffing and all proposed key individuals shall be assigned to the project. Substitutions will not be allowed for the convenience of the consultant. In the event a proposed individual becomes unavailable the firm must propose, in advance and in writing, a substitution. The District reserves the right to accept or reject any and all proposed substitutions. In order to demonstrate the availability of key staff proposed for the Project, including and in particular the proposed project manager, the consultant must include a summary similar to the following table in the Proposal. Given the nature of this project, it is understood that not all proposed staff members will be available at all times for all wet weather events. Thus it will be important for the consultant to demonstrate that it has a sufficient pool of resources to cover all wet weather events. The proposal shall indicate the number of operating personnel available to staff the pilot plants during wet weather events. Page 13 of 20

14 Availability of Key Staff During Project Delivery Period* *Project delivery period is specific to the staff person & role (i.e. when they are needed) Name Role Firm Project Delivery Period Other Current and Projected Commitments Total Availability Commitment to Project Comments Example Jane Doe Design PM ABC 1/1/12-1/1/13 Columbus WWTP Upgrade 15% Contact: Joe Smith, or 60% 50% Given current Project understanding, estimate need for 50% PM commitment for Project Office Mgr 25% Contact: Ellen Ott, or Local and Business Opportunity Program Participation The Proposal should include a summary of the proposed local and MBE/WBE participation, along with the percentage commitment to each category. The summary should include the roles and responsibilities of all proposed subconsultants with respect to each task. Submittals will be evaluated on both the percentage and quality of participation by Minority Business Enterprise (MBE) and Women Business Enterprise (WBE) subconsultants, along with the estimated local participation. Estimate your local participation for this project as a percentage. Specify the locations of the office(s) where the various project services are to be performed and the corresponding estimated percentage of the total work delivered from each office. The Project s consultant services goal for MBE/WBE participation is 20%. The percentage shall be calculated upon the entire Project including allowances. The Proposal shall also include the following information: Statement of the overall percentage of MBE and/or WBE involvement; and Principal contact information for each MBE and/or WBE firm. The MBE and/or WBE firms proposed as part of this project team shall be certified with the District at the time of Proposal. Questions regarding the District s MBE/WBE program shall be addressed to Ms. Tiffany Jordan, the District s Contract Compliance Page 14 of 20

15 Manager, at (216) , Ext A copy of the District s MBE/WBE policy is available on the District s web site TECHNICAL APPROACH The consultant team s technical approach to the Project is a very important component of the selection. In the Proposal, the consultant is requested to demonstrate their project understanding, provide a design risk register, and sequence construction to meet the District s objectives Project Understanding The consultant should concisely demonstrate its understanding of the Project in this section of the Proposal. Key activities and approaches that improve the chances of success should be presented, along with key issues and challenges and how they will be addressed A task and hour summary similar to the following table should be completed for the Project as organized and described in Sections 3.0 and 4.0 of this RFP. The table should reflect the projected effort necessary to complete the top-level tasks. The form will serve as an indicator of the consultant s understanding of the relative effort between tasks and for the Project as a whole. For tasks 2, 3 and 4 the consultant should assume that the pilot plants will be operated and data collected and analyzed for a total of 20 events at each treatment plant over a period of 18 months. The total of the hours for all tasks shall reflect the estimate of the consultant s total labor effort needed to perform the entire project as outlined in the RFP. The proposal shall additionally include the consultant s estimate of hours to be provided by the District for assisting with wet weather operations. Example: Task and Hour Summary No Task Name Operating Plan Maintenance of Equipment Wet Weather Operation (operate Prime Labor Hours Majority Sub Labor Hours Minority Sub Labor Hours Projected Total Labor Hours Firms Involved ABD, Good ABD, Good, Franklin, Best ABD, Good Comments Includes standard 30/60/90 increments per the District s Standard Scope of Services template Page 15 of 20

16 4 6 pilots) Post event debriefing Pilot test reports ABD, Best ABD, Best SUBTOTAL 700 The District reserves the right to request additional task and hour information to clarify the consultant s project understanding Risk Register The consultant should include a preliminary risk register, in the District s standard format, in this section of the Proposal. The risk register template will be available to the consultants via the District s web site The risk register should reflect the consultant s understanding of the greatest risks facing the project and how they will be addressed. 4.5 STATEMENTS (Not included in the Page Count) The consultant shall include the following statements in the Proposal as an appendix. By virtue of submitting this Proposal, I certify as a legal representative of the prime firm that I have reviewed the District s current Standard Agreement for Professional Services available on the District website at Any requested exceptions to the standard agreement are stated below. By virtue of submitting this Proposal, I certify as a legal representative of the prime firm that I have examined background reports and data and agree to acquire the additional information needed to perform all aspects of the work as outlined in this RFP. By virtue of submitting this Proposal, I certify as a legal representative of the prime firm that neither the firms on the team nor the key personnel presented have known personal or organizational conflicts of interest associated with this Project and/or the District, or that any known potential conflicts of interest have been communicated in written form to the District prior to the submittal of this Proposal, and that information may be considered by the District in evaluating the team s suitability for this Project. 4.6 CERTIFICATION FORM (Not Included in the Page Count) The consultant shall also provide in this appendix a completed and signed copy of the District s Non-Disclosure Agreement. Pages in this appendix are not included toward the total page count. Page 16 of 20

17 4.7 DETAILED RESUMES (Not Included in the Page Count) Detailed resumes for key team members may be included as an appendix. Pages in this appendix are not included toward the total page count. Page 17 of 20

18 5.0 PROJECT SCHEDULE The selected consultant shall adhere to the following schedule: Begin work immediately upon authorization to proceed. If selected, and following notice to proceed, consultant shall prepare and submit a detailed draft baseline schedule as required in the Standard Agreement and conforming to the requirements of the District s Schedule Guidance Document as available on the District s web site For purposes of the Proposal, a preliminary schedule showing general tasks and anticipated dates shall be included in the Proposal s Technical Approach section. The preliminary schedule may be submitted in tabular or Gantt chart format within the Proposal. For use in preparing the preliminary schedule for the Proposal, assume the NTP for the Project will be: February, 2013 The District s current schedule expectations are as follows, derived from the Consent Decree and dates from Contracts SFPI-2 and SFPI-2A: OEPA Approval of CE-HRT Pilot Workplan September 20, 2011 Notice to Proceed for construction of Southerly demonstration (SFPI-2): August 13, 2012 Notice to Proceed for construction of Westerly and Easterly demonstration and pilot (SFPI-2A): August 6, 2012 Construction Contract Substantial Completion date for Southerly CE-HRT demonstration facilities: April 9, 2013 Construction Contract Substantial Completion date for Westerly CE-HRT demonstration facilities: March 3, 2013 Construction Contract Substantial Completion date for Easterly pilot CE-HRT facilities: February 1, 2013 Pilot Testing Report, 42 months (for Easterly and Southerly) after Workplan approval March 2015 Pilot Testing Report, 54 months (for Westerly) after Workplan approval March 2016 Page 18 of 20

19 6.0 EVALUATION AND SELECTION PROCESS Once all proposals have been received, the consultant selection will follow these steps. 1. The written Proposals will be evaluated and scored by a District Selection Committee utilizing the following criteria Delivery (25% of Total Score) Proposed Project Manager 15% Performance on similar projects 10% Qualifications (25% of Total Score) Experience of key team members on similar projects 10% Key team members availability 5% Local & Business Opportunity Program Participation 10% Technical Approach (30% of Total Score) Project understanding 10% Risk register 10% Proposed mobilization plan 10% 2. Upon completion of the scoring and ranking of the written submittals, the District may make a selection based on evaluation of the preceding categories. Alternately the District may, at its sole discretion, select up to three (3) of the top ranked firms to deliver a presentation and provide further clarification of their capabilities, experience, and approach. The District may prepare and submit a list of questions to each of the short-listed firms prior to their interview, or may instead provide the questions by asking them during the interview. The District may allot up to 90-minutes for the presentation and interview, including a 30- minute question and answer period. Key project personnel will be expected to take the lead in presenting and answering questions regarding the Project. Upon completion of the presentations, the District selection committee will score each firm according to the following criteria: Presentation and Interview (20% of Total Score) Confirmation of technical approach/understanding 10% Confirmation of PM/team qualifications 5% Response to District Questions 5% 3. If interviews are held, the scores for the Presentation and Interview will be combined with the scores from the evaluation of the written submittals to determine the overall score and corresponding ranking of the short-listed firms. Page 19 of 20

20 4. The District will enter into negotiations with the highest ranked firm to develop a final and mutually agreed-upon scope of services, using the District s Standard Scope of Services template as a basis, and a corresponding price for the services to be performed. If the District cannot reach an agreement with the highest ranked firm, the District may initiate negotiations with the next highest ranked firm. 5. Upon reaching agreement on the scope and total not-to-exceed price for the project, the Selection Committee will make a recommendation to award to the District s Consultant Review Committee (CRC) for review. 6. Upon approval by CRC, District Staff will report to the Board of Trustees and make a recommendation to enter into an agreement based on the outcome of the negotiations. 7. The selected consultant cannot commence work on any aspects of the project prior to Board approval and subsequent execution of the District s standard Agreement. END OF RFP Page 20 of 20