Project: City of Laredo, Texas, El Pico Water Treatment Plant Raw Water Intake Evaluation

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1 PUBLIC NOTICE REQUEST FOR QUALIFICATIONS Project: City of Laredo, Texas, El Pico Water Treatment Plant Raw Water Intake Evaluation The City of Laredo, Texas is issuing this Requesting for Qualifications (RFQ) for Consulting Services to select an engineering firm to perform a comprehensive and detailed hydraulic evaluation of the raw water delivery system at the El Pico Water Treatment Plant (WTP). The City invites qualified engineering firms to submit qualifications and a letter of interest to be considered to be selected as Consultant for this project. For detail information regarding this request for proposal, please visit City s webpage ( It is anticipated that the selection process be accomplished by January, Following the development of a scope of services with cost, it is anticipated that a contract with the successful firm be entered into approximately by February, Interested consultant firms should submit Seven (7) copies (including one unbound copy suitable for photocopying) of submittals by 5:00 P.M on November 21 st, 2018 and must contain the requested information consisting of the minimum number of typewritten pages sufficient to provide necessary information to: Riazul Mia, P.E., Director Utilities Department 5816 Daugherty Ave. Laredo, Texas 78044

2 I. Introduction: CITY OF LAREDO May 11, 2000 Utilities Department Request for Proposals October 8, 2018, Request for Qualifications for the El Pico Water Treatment Plant Raw Water Intake Evaluation The City of Laredo is issuing this Requesting for Qualifications (RFQ) for Consulting Services to select an engineering firm to perform a comprehensive and detailed hydraulic evaluation of the raw water delivery system at the El Pico Water Treatment Plant (WTP). The City invites qualified engineering firms to submit qualifications and a letter of interest to be considered to be selected as Consultant for this project. It is anticipated that the selection process be accomplished by January, Following the development of a scope of services with cost, it is anticipated that a contract with the successful firm be entered into approximately by February, II. BACKGROUND: A. General: The City of Laredo Utilities Department incorporate diverse functions for infrastructure maintenance of a municipality with a population of 276,000. The department consists of several divisions such as Administration, Engineering, Water Treatment, Water Distribution, Wastewater Treatment, Wastewater Collection, Billing, Asset Management, Water conservation and Water Pollution Control. The City of Laredo uses surface water from the Rio Grande River as its source of raw water. The two plants in the City of Laredo are Jefferson Water Treatment Plant 65 MGD and El Pico Water Treatment Plant 20 MGD. The average daily consumption during 2017 was approximately 33 million gallons per day and peak demand for 2017 was 43 million gallons per day. Connections to the water system as of December 30, 2017 were about 72,000 with 1100 miles of water line. Operational Issues: The new El Pico Water WTP was designed with three (3) vertical turbine raw water pumps capable of producing 60MGD. The intake structure is designed for the ultimate capacity of 120 MGD. The plant is rated to produce 20 MGD and was placed in operation in Since that time all three (3) pumps have failed and a significant amount of sludge/silt has been removed from the pumps wet well. The Raw water intake meter had stopped working from the start of the plant.

3 III. Scope of the work The scope of the work includes but not related to; 1. The selected firm will be expected to evaluate all existing raw water delivery system infrastructure As-Built vs. original design, to evaluate system performance across the full design range of the intake and pumping system. 2. Perform water hydraulic model based on the As-built plans to analyze the existing raw water pump station. 3. Perform computational fluid dynamics (CFD), physical scale, etc. 4. The proposed evaluation will include a technical memorandum that will summarize findings deficiencies, and recommend system improvements with preliminary cost estimates as needed. IV. Pre-Proposal Conference: The City will host a pre-proposal meeting on Thursday October 25th, The meeting will be held in the City of Laredo, Utilities Department Conference Room, 5816 Daugherty Avenue, Laredo, TX The meeting will begin promptly at 10:00 am. The purpose of this meeting is to conduct a question and answer session regarding this RFP package. Please limit the number of people representing each firm to (3). Following, the meeting, the City will issue an addendum summarizing the questions and answers given. V. Qualifications Requirements Respondents to this RFQ are required to demonstrate the following capabilities: A. Firm must demonstrate extensive knowledge of water conveyance systems including large diameter pipelines, high capacity pump stations, and treatment plant evaluations and troubleshooting of similar-sized facilities. Firm should also demonstrate strong experience with modeling, water systems engineering and design, as well as extensive experience with construction and operations of treatment plants. B. Firm must demonstrate its applicable engineering experience by presenting at least five (5) pump station or treatment plant raw water intake design/evaluation projects completed for similar-sized facilities. At least (2) projects must be specifically for a surface raw water intake and associated pump wet well. Project information must include the following: a. Project Name b. Client c. Location

4 d. System Capacity e. Water Source(s) (groundwater, surface water) Size/Capacity f. Client contact information and reference C. Team must demonstrate its applicable hydraulic modeling capabilities by presenting at least five (5) pump station or treatment plant raw water intake design/evaluation projects completed for similar-sized facilities. Project information must include the following: a. Project Name b. Client c. Location d. System Capacity e. Water Source(s) (groundwater, surface water) Size/Capacity f. Hydraulic Modeling Results g. Modeling software information h. Client contact information and reference D. Firm must demonstrate its proposed team of qualified, experienced staff members that will be involved on this project including the following: a. A Project Manager who is a Professional Engineer in the State of Texas and who has extensive knowledge of pump station design and evaluation. The Project Manager should have a minimum of 20 years experience working on similar projects that include river intake and pump station evaluations, investigations and rehabilitative designs b. An experienced Hydraulic Technical Team Lead with an engineering degree focused on hydraulic modeling and/or engineering (P.E. and PhD required). c. A Client Service Manager that has experience with local government projects, water plant operations, and staff members. E. The firm must demonstrate technical capabilities in modeling, water system evaluation and water system planning including the following: a. Must be able to perform a suite of hydraulic modeling services (open channel, closed conduit, computational fluid dynamics (CFD), physical scale, etc.) b. Must be able to perform multiple hydraulic simulations with multiple software platforms. c. Must be able to perform transient analysis evaluations utilizing multiple software platforms identified in the previous bullet. d. Must be able to perform 3D Building Infrastructure Modeling (BIM).

5 VI. Submittal Deadline: A. Submission timelines: Estimated Date Following is the City s estimated timeline for the RFQ process: Milestone Issue Request for Proposals October 12th, 2018 Host Pre-proposal Meeting October 25th, 2018 Question and Answer Cutoff November 8th, 2018 Proposals Due November 21st, 2018 Council Approval of selection January 21st, 2019 Scope Negotiation January February, 2019 Council Approval of Contract March 2019 B. Due Date The cutoff off time for questions regarding the proposal on Thursday November 8th, A document containing answers to all questions posed will be made on the City s website. 2. The cutoff time for receipt of the proposals is Wednesday, November 21st, 2018 at 5:00 pm. Proposals received after the deadline noted herein will not be considered. The City shall not be responsible for late or misdirected deliveries by mail or other delivery services. If, due to inclement weather, natural disaster, or any other cause, the City office location to which proposals are to be returned is closed on the proposal response date, the deadline for submission will be automatically extended until the next City business day on which the office is open, unless the City s point-of-contact otherwise notifies the Engineer. The hour for submission of proposals shall remain the same. Proposals are due to the City at 5:00 pm on November 21st, Late proposals will not be accepted and will be returned unopened. Please submit the proposal addressed to:, Riazul Mia, P.E., Utilities Director Utilities Department City of Laredo 5619 Daugherty Avenue Laredo, TX C. Prohibited contacts during contract solicitation period. A person or entity who seeks or applies for a city contract or any other person acting on behalf of such person or entity, is prohibited from contacting city officials and employees

6 regarding such a contract after a request for proposal (RFP), request for qualification (RFQ) or other solicitation has been released, if such contact could be construed as an attempt to influence a decision regarding said contract. This no-contact provision shall conclude when the contract is awarded. If contact is required, such contact will be done in accordance with procedures incorporated into the solicitation document. Violation of this provision by respondents or their agents may lead to disqualification of their offer from consideration. (City of Laredo Code of Ordinance, Chapter 2, Article VIII, Section 2-348). Please direct all inquiries and correspondence in writing to: Mr. Riazul Mia, P.E., Utilities Director or Mr. Michael F. Rodgers, Assistant Utilities Director, City of Laredo, Utilities Department, 5816 Daugherty Avenue, Laredo, TX Telephone: (956) Fax: (956) or D. Amendments to Submitted, Unopened Proposals Amendments will only be allowed if requests are received prior to the deadline set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the City s request. VI. Submission Requirements by the Engineering Consultant for RFQ Provide Seven (7) copies (including one unbound copy suitable for photocopying) of submittals and must contain the following information: 1 One page letter of interest that includes a synopsis and qualifications of the prime firm and sub-consultants, the project manager and primary contact, and the project principle representing the contractual authority of the firm. 2 An Organizational chart showing the prime consultant and sub-consultants, the proposed relationships between key personnel and support staff who are expected to participate on the project, and which aspects of the work each person will be responsible for performing. 3 Profile(s) of firm or team members including number of employees, location, and relevant experience working on similar projects. Describe the firm s or team members experience with local governments or other public agencies in the development of similar projects. 4 Resumes of the project manager, principal and staff identified as having a major role in the project. 5 Provide a brief description of all firms participating in this proposal and its ownership structure. Indicate percentage ownership by women and minorities. 6 A description of the proposed approach including how the consultant proposes to meet the project objectives.

7 7 A detailed timeline for completing the project. 8 Disclose any material agreements, relationships, or employment your firm or team members has with any other planning or design firm, government agency or other person or entity that may create a conflict of interest or the appearance thereof. VII. SELECTION PROCESS AND CRITERIA: A. Selection Criteria: The City will select the consultant team(s) or individuals that most successfully meet the criteria listed below. The selection criteria and weighting is shown below: 1 Demonstrated experience of the consultant team(s) or individuals with similar raw water intake evaluation and design project (30 points), 2 Qualifications of the team to provide the full range of project management skills needed and to adequately respond to scope requirements. (30 points) 3 Project approach and understanding of the scope with timelines and evidence of the Team s ability to generate creative solutions. (20 points) 4 Hydraulic Modeling Capabilities and experience with CFD and BIM (20). B. Method of Engineer Selection: 1) Interviews with Short List Firms The City may elect to conduct interviews with the top two or three firms who submit proposals determined by the rank from the preliminary grading by the City staff. The purpose of these discussions will be to clarify and assure Engineer s full understanding of, and responsiveness to, the solicitation requirements. Engineers that are reasonably eligible of being selected for award shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals, and revisions may be permitted after submissions and before award of the contract for the purpose of obtaining best and final offers. In conducting these discussions, the City may not disclose information derived from proposals submitted by competing Engineers. The individual identified in the proposal as the Project Manager, must be in attendance at the interview. 2) Right to Negotiate After the City s completion of the evaluation process, including any interviews held with Engineers during the evaluation process, the City will initiate contract negotiations with the selected Engineers once the City Council selects the Engineering Firm. The option of whether or not to initiate contract negotiations rests solely with the City. 3) Failure to Negotiate If a selected Engineer fails to provide the information required to begin negotiations in a timely manner; or fails to negotiate in good faith; or indicates they cannot perform the contract within the budgeted funds available for the project; or, if a selected Engineer and the City after a good

8 faith effort, simply cannot come to terms, the City may terminate negotiations with that particular Engineer and commence negotiations with any other Engineer. C. Reservation of Rights: The City reserves the right and may, at its sole discretion, exercise the following rights with respect to this RFQ and all proposals submitted pursuant to this RFQ: 1. To reject all proposals and re-issue the RFQ at any time; to require, in any RFQ for similar products and/or services that may be issued subsequent to this RFQ, terms and conditions that are substantially different from the terms and conditions set forth in this RFQ; or to cancel this RFQ with or without issuing another RFQ. 2. To reject any proposal if, in the City s sole discretion, the proposal is incomplete, the proposal is not responsive to the requirements of this RFQ, the Engineer does not meet the qualification requirements set forth in herein, or it is otherwise in the best interest of the City to reject the proposal. 3. To supplement, amend, substitute, or otherwise modify this RFQ at any time prior to the execution of a final contract. 4. To accept or reject any or all of the items in any proposal and award a contract for the whole or only a part of any proposal if the City determines, in its sole discretion, that it is in the City s best interest to do so. 5. To reject the proposal of any Engineer that, in the City s sole judgment, has been delinquent or unfaithful in the performance of any contract with the City, is financially or technically incapable, or is otherwise not a responsible Engineer. 6. To waive any informality, defect, non-responsiveness, and/or deviation from this RFQ that is not, in the City s sole judgment, material to the proposal. 7. To permit or reject, at the City s sole discretion, amendments (including information inadvertently omitted), modifications, alterations, and/or corrections to proposals by one or more of the Engineers following proposal submission. 8. To request that one or more of the Engineers modify their proposals or provide additional information. 9. to request additional or clarifying information from any Engineer at any time, including information inadvertently omitted by an Engineer. 10. To require that Engineers appear for interviews and/or presentations of their proposals at City offices. 11. To inspect projects similar in type and scope to the work sought in this RFQ. 12. To conduct such investigations as the City considers appropriate with respect to the qualifications of any Engineer and with respect to the information contained in any proposal.

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