REQUEST FOR QUALIFICATIONS. Water Supply Options Review

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1 REQUEST FOR QUALIFICATIONS Water Supply Options Review CONTACT: Clayton R. Evers, P.E. City Engineer 815 N. Kilgore St. Kilgore, TX Date Issued: June 3, 2016 RFQ Due Date: July 1, 2016 at 3:00 PM PLEASE NOTE: IF DOCUMENTS WERE DOWNLOADED FROM THE CITY OF KILGORE WEBSITE, RESPONDENT IS RESPONSIBLE FOR OBTAINING ANY AMENDMENTS EITHER THROUGH UPDATES ON THE WEBSITE, OR BY CONTACTING THE CITY CONTACT PERSON LISTED ABOVE.

2 CITY OF KILGORE REQUEST FOR QUALIFICATIONS WATER SUPPLY OPTIONS REVIEW INSTRUCTIONS FOR SUBMITTAL PURPOSE The City of Kilgore is in need of the services of a qualified Professional Engineering Firm, licensed in the State of Texas, and supporting disciplines to perform civil engineering and economic analysis of water supply options for the City of Kilgore, Texas. All submissions should be in accordance with these instructions. BACKGROUND The City of Kilgore operates and maintains a public water supply system for the benefit of its citizens. Kilgore has a groundwater well field located approximately 13 miles west of the City. Seven wells, many as old as 60 years old, are drilled into the Carrizo Wilcox Aquifer and have a current yield of 3.95 MGD. The City also has a long term contract with the Sabine River Authority for 6,721 acre feet per year (15 MGD maximum release rate) from Lake Fork. Kilgore s point of delivery is a pump station on the Sabine River approximately 7 miles north of the City. Surface water is treated at a water treatment plant which was constructed in 1994 and has a design treatment capacity of 3.5 MGD. The City of Kilgore has a 2010 Water Distribution Master Plan and EPANET model, both of which are available upon request. The City of Kilgore makes no warranties, expressed or implied, for the accuracy or functionality of the model and is not responsible for any efforts required to use the model. OBJECTIVE Based on preliminary analysis by the City s Engineering Department, the City is fast approaching its treatment and distribution capacity based on historical maximum day demands and per capita use. City staff have identified several options to meet these demands. The City is seeking to thoroughly review these options and develop a strategy for implementation. The identified options are expansion of surface water treatment facilities, expansion of groundwater facilities, and wholesale water purchase from the City of Longview. Consideration for purchase of surrounding water providers and service areas and securing of additional surface water rights has also been given as part of a regional supply and cooperation option. The City seeks to review options for its immediate deficiencies and for the 50 year planning horizon. 1 of 4

3 SCOPE OF SERVICES This section is a general representation of the scope of services that could be needed to review and analyze the water supply options. The Consultant will be tasked with developing a complete and detailed scope of work. The format of this contract is expected to be a Master Agreement with subsequent task orders issued for each work phase. At a minimum, the Consultant should demonstrate an ability to perform the following services: review all existing data, plans, maps and documentation evaluate the current state of the water system with respect to current demands, system capacity, system condition and regulatory requirements evaluate probable future demands and requirements based on projected growth and anticipated regulatory changes evaluate regional service opportunities, including cooperation with surrounding public water supply systems evaluate probable future conditions and serviceability of the system due to system aging perform hydraulic system modeling and analysis using Innovyze software identify needed improvements and make recommendations identify and evaluate water supply strategies to meet current and future demands, including, but not limited to, expansion of current supplies and wholesale water purchases perform financial analysis including opinions of probable cost and net present worth identify recommended policies, practices, capital improvements and other measures for the orderly provision of municipal water service within the City of Kilgore. SUBMITTAL REQUIREMENTS Firms interested in this RFQ should submit a Statement of Qualifications, in an original and one (1) copy by 3:00 PM, local time July 1, In addition, submit a complete electronic copy of the Qualifications using a searchable.pdf file format. A Firm will be selected through a qualifications based selection process based on the criteria below. Submittals must be received by the specified time. On the submittal package, please display firm name and solicitation title. All submittals should be addressed to: City of Kilgore, 815 N. Kilgore St., Kilgore, TX 75662, to the attention of Clayton R. Evers, City Engineer. Each Statement of Qualifications shall include the following in no specific order: 1. A cover letter of no more than two pages 2. Table of Contents 3. Company History and Overview 4. Relevant Project Experience including project specific references 5. Primary and Secondary Points of Contact including office location 6. Synopsis of key personnel and project managers (discipline specific) 7. Firm s overall approach to planning, organizing, and project management including communication procedures, quality control, and other similar factors 2 of 4

4 8. Description of approach to review water supply options for the City, including work plan/schedule with key milestones and deliverables 9. Any additional information that demonstrates the firm s available resources, specialized experience, or other information 10. Consultant Team Arrangements (if any) and description of services performed by each team member 11. Evidence of financial stability and insurance coverage 12. Information regarding involvement in litigation in last 5 years 13. Conflict of Interest Disclosure as described in Section 176 of the Texas Government Code 14. DBE Certifications or commitment to Good Faith Efforts 15. Evidence of registration to practice in the state of Texas 16. Signature page of person with authority to commit firm to contracts EVALUATION This Request for Qualifications (RFQ) is being conducted pursuant to Title 10, Subtitle F, Chapter 2254, Subchapter A of the Government Code of Texas. The process is to evaluate and score the qualifications submitted in response to this RFQ, then rank the firms in descending order of score in a short list. The successful firm(s) will be selected through a qualifications based selection process, which includes an evaluation of the submission and may include interviews. Each submission will be evaluated according to the criteria and weighting factors in the following table. Each criterion will be scored on a scale of 1 to 5, with 1 being unacceptable and 5 being excellent. The scores will then be summed using the weight factors according to the following formula: SCORE = (Criterion Score*Weight Factor) CRITERIA WEIGHT FACTOR Compliance with Instructions 0.25 Relevant Project Experience 1.00 Quality of References 0.75 Technical Approach 1.25 General Firm Qualifications 0.75 Qualifications of Staff 0.50 A Selection Panel will evaluate each SOQ according to the criteria set forth herein. The City will select a firm(s) based on the SOQ s received. The City may conduct a due diligence review on the firm(s) receiving the highest evaluation. The Selection Panel will be comprised of City employees. The selection panel will review, evaluate, and score the RFQ responses in accordance with the evaluation criteria established above. The City will enter into negotiations with the highest qualified firm. Terms and conditions of a master agreement will first be established. Scope and duration of the first Task Order will begin. Upon agreement on the scope of services, the City will request a fee proposal. If an agreement is reached, the City will enter into a written contract with the selected firm. In the event an agreement cannot be 3 of 4

5 reached, the City will terminate negotiations and enter into negotiations with the next most qualified firm. This procedure will continue until an acceptable agreement is reached with a qualified firm. A written contract is subject to the approval of the City Manager and City Council. GENERAL INFORMATION There is no expressed or implied obligation for the City to reimburse responding firms for any expenses incurred in preparing responses to this request. The City of Kilgore reserves the right to reject any or all Statements of Qualifications, to waive any informality or irregularity in any Statement of Qualifications received, and to be the sole judge of the merits of the respective Statements of Qualifications received. The City reserves the right to request additional information or clarification and to permit the correction of errors and omissions contained therein. By submission of a statement of qualifications, each firm certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or excluded from participation in this procurement process by any local, state, or federal agency or other governing body. By submitting its Qualifications in response to this SOQ, respondent acknowledges and accepts the evaluation process, the established criteria and associated point values, and that determination of the most qualified firm(s) will require subjective judgments by the City. The City of Kilgore is subject to the Texas Public Information Act, Chapter 552 of the Texas Government Code. Information that the respondent believes is confidential as proprietary information should be clearly marked as such with a detailed justification for a claim for confidentiality. The City of Kilgore encourages the use of certified minority and women business enterprises (MWBE). Respondents agree to use good faith efforts in its selection of subconsultants, as applicable, for projects that are awarded from this request for qualifications. Lobbying or engaging in any conduct to influence City staff, City Manager, or City Council members will not be permitted or tolerated during this process and may result in disqualification of the firm from this solicitation. All contact in this selection process should be addressed to the contact person named herein. All questions pertaining to this selection process, contract issues, or Scope of Work must be directed to Clayton R. Evers, P.E., City Engineer at (903) or Responses to questions that materially change the scope or intent of this RFQ will be issued via Amendment on the City of Kilgore website. The City will not notify Respondents of posting of amendments. Therefore, it is the Respondents sole responsibility to check the website periodically for all issued amendments. Failure to include acknowledgement of all amendments may be cause for rejection of the proposal. 4 of 4

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