WESTERN MUNICIPAL WATER DISTRICT

WESTERN MUNICIPAL WATER DISTRICT REQUEST FOR PROPOSALS (RFPs) Engineering Design Services Water Pipeline Replacement Projects Proposals Due Thursday June 22, 2017 4:00 p.m. Issued by: WESTERN MUNICIPAL WATER DISTRICT May 31, 2017

RFP: Eng. Design Services. Water Pipeline Replacement Projects Table of Contents BACKGROUND... 3 SCHEDULE... 3 SCOPE OF SERVICES... 4 Tasks... 4 Challenges... 4 PROPOSAL REQUIREMENTS... 5 Proposal Format:... 5 Sealed Fee Schedule... 6 SELECTION PROCESS... 6 MINIMUM PROPOSAL REQUIREMENTS... 7 Right to Reject... 7 Submittals... 7 P a g e 2

RFP: Eng. Design Services. Water Pipeline Replacement Projects Request for Proposals Engineering Design Services Water Pipeline Replacement Projects Western Municipal Water District (Western) is requesting proposals from qualified firms for Engineering Design Services for various water pipeline replacement projects located at multiple locations within Western s retail service area including the March Air Reserve Base Area (MARB). BACKGROUND Western provides wholesale and retail water services to a population of approximately 894,000 over roughly 527 sq. mile in western Riverside County. While most of Western s business is in wholesaling of water to water agencies and municipalities, the District directly serves approximately 25,000 residential and business customers. WMWD s potable and recycled water system includes 128 pumps, 621 miles of pipeline ranging from 4 to 60 inches, and 38 water storage reservoirs. Western s wastewater system includes approximately 8,000 service connections, 24 lift stations and two wastewater treatment plants. The District maintains a distribution system that consists of approximately 578 miles (3,036,077 feet) of potable water pipeline, 22 miles (113,396 feet) of non-potable water pipeline and 51 miles (270,708 feet) of recycled water pipeline that vary in size, age and material. Western s oldest water and wastewater infrastructure, located at the March Air Reserve Base (MARB) is severely degraded; water leaks are numerous, and infiltration/inflow (I&I) into the wastewater collection system is significant. Extensive infrastructure replacement is required to provide acceptable service including water quality protection, adequate fire flow, and reduced I&I. This RFP will focus on design services for various water pipeline replacement projects throughout Westers retail service area, including at MARB. SCHEDULE Release of RFP May 31, 2017 Deadline for Written Questions Responses to Questions Posted on Web Proposals Due June 14 2017 by 4:00 p.m. June 19, 2017 by 4:00 p.m. June 22, 2017 by 4:00 p.m. P a g e 3

RFP: Eng. Design Services. Water Pipeline Replacement Projects SCOPE OF SERVICES Tasks Pipeline replacement projects may include the following tasks: Pipeline design for various water pipeline improvement projects within Westerns retail service area per Westerns standards, including cost estimates ; o This may include utility research, field visits, field surveys and base mapping o Pipeline replacements are anticipated to be 12 diameter or smaller Preparation of bid documents and specifications in conformance with current Western standards; Preparation of application/submittal to obtain any applicable encroachment permits. Preparation of traffic control plans; Preparation of applicable CEQA Documentation (typically NOE, however will be based on actual project); Bidding Support including answering bidder questions, pre-bid meeting, preparation of addenda, bid opening, bid review with summary spreadsheet and preparation of recommendation for award letter; and Meetings and Coordination including kick-off and any design review meetings Engineering support during construction When specific projects are identified, Western will request Consultant to submit a task specific proposal with a not-to-exceed budget. Western will review and approve the specific proposal and issue a Purchase Order to Consultant for that project. Challenges In some areas of the district, the older systems (such as within the MARB) may be at or near their service life. Some pipelines also have interior deposits that restrict flow and increase chlorine demand. Western repair records indicate high repair rates within the MARB area. In addition, pipeline replacement projects within the MARB area have unique challenges to typical pipeline replacement projects within public right of way. Examples of some of the known challenges within MARB are: Old and possibly outdated and inaccurate as-built drawings for existing facilities Many areas of MARB are considered Historical which may require specific requirements such as repair/replacement of roadways and/or other special conditions Existence of active corrosion due to impressed current cathodic protection on high pressure gas lines in certain areas As this is an active reserve base, there are some areas that may have limited or require prior approval, and/or escorted access. P a g e 4

RFP: Eng. Design Services. Water Pipeline Replacement Projects PROPOSAL REQUIREMENTS Proposal Format: Letter Proposal, limited to 10 pages. Proposal sections shall include: 1. Overview of the Company: Provide an overview of the prime firm, including major services provided, size of the firm, location and size of the branch office if any at which work may be performed. List recently completed projects, involving consulting services similar to those being requested in the Description of Services, by the prime firm whether as a prime or sub. For each project listed, include the client s name, dates the work was performed, client references and specific details of the firm s participation and responsibilities on the Project. State firm s commitment to provide services with quick initial response and task turnaround time under the conditions requested by Western. Demonstrate your commitment by comparing firms backlog and available manpower. 2. Project Team and Organization and Team Experience: Provide an organization chart detailing the proposed Project team and its structure. Provide a list of proposed sub consultants if any, their office locations and work proposed to be performed at those offices. Provide brief summary of key personnel, citing their qualifications and professional experience relevant to the proposed services. Emphasize education, licenses, certifications, and technical experience. Work experiences shall identify the year, job title, and the firm of employment at the time the work was done. Detailed resumes, if submitted, should be included in the appendices to the proposal. Provide one example work product for a project that is of similar scope to work that would be done as described in the Description of Services. 3. Project Management and QA/QC Approach: Include a brief discussion of your standard project delivery and/or project management methods and how you will ensure completion of the project within the agreed upon time frames and budget limit. Describe the firm s quality control and quality assurance program and discuss how you will apply it to the Project. P a g e 5

RFP: Eng. Design Services. Water Pipeline Replacement Projects Provide standard breakdown that lists typical project duration (in weeks) based on tasks described above. Sealed Fee Schedule Submit hourly rates of project team members and reimbursables and specify the applicable periods. Describe how the rates will be escalated if applicable during the execution of the Project. List markups on sub consultants/subcontractors, and purchased material and equipment. Submit the Fee Schedule in a separate sealed envelope (not included in the page count). SELECTION PROCESS The proposals will be evaluated based upon the following criteria: Company Qualification (40%): This includes Overview of the Company and relevant experiences of the consultant. Local presence/ ability to tightly integrate with Western team and review process. Proposed Team Qualifications (40%): This includes team organization and experience of key project team members. Depth of engineering expertise in design of water and sewer plans. Project Management and QA/QC (20%): This demonstrates how the consultant s project management approaches are applied to the project to complete it within schedule and budget. QA/QC guarantees WMWD will receive quality product with the money spent. Demonstrated ability to scale in quantity of projects while keeping to schedule; and The primary evaluation criteria used by Western will be as outlined above. This is not a competitive bid process based on price alone. After selection of the prospective Consultant deemed most qualified, Western will initiate negotiations. If an acceptable contract cannot be reached with the prospective Consultant deemed most qualified, Western may then negotiate with the next most qualified prospective Consultant. Western reserves the right, after opening the proposals, to reject any or all proposals, or to accept The proposal will be reviewed based on the materials submitted. Top ranked firms MAY BE chosen to interview. Western reserves the right to reject any and all proposals submitted and/or request additional information for clarification. Clarification desired by a respondent relating to definition or interpretation shall be requested in writing with sufficient time to allow for a response and prior to the date RFP s are P a g e 6

RFP: Eng. Design Services. Water Pipeline Replacement Projects due. Oral explanation or instructions shall not be considered binding on behalf of Western. Any modifications to this solicitation will be issued by Western as a written addendum. Western will not consider proposals received after the specified time and date. An amendment to a response is considered a new proposal and will not be accepted after the specified time and date. This RFP does not commit Western to award a contract or pay any costs associated with the preparation of a proposal. Western reserves the right to cancel, in part or in its entirety, this solicitation should this be in the best interest of Western. The selected consultant will be required to enter into contract with Western Municipal Water District. Al sample contract is provided in Attachment A. The sample contract also provides insurance requirements. MINIMUM PROPOSAL REQUIREMENTS The minimum information required in the Proposal includes: General statement of the understanding of the scope; An approach to the work; The firm s experience in providing requested services for projects of similar size and scope; The regulatory auditing experience of the proposed project manager and key individuals; A proposed task list and level of effort for each task; Approach to managing and completing the project; and Approach to communicating with Western. Submittals shall be 10 pages or less, of 11 point font or larger. Right to Reject Western reserves the right to reject any or all proposals and reserves the right to accept the proposal that is the most advantageous to Western regardless of proposal content. Submittals Please submit ONE (1) electronic copy to Sonia Huff at shuff@wmwd.com and THREE (3) written copies of the proposal to the address listed below: Western Municipal Water District Attn: Sonia Huff, P.E. 14205 Meridian Parkway Riverside, CA 92518 P a g e 7

RFP: Eng. Design Services. Water Pipeline Replacement Projects Questions should be directed ONLY to Sonia Huff at shuff@wmwd.com Proposals will not be accepted after 4:00 p.m. on Thursday June 22, 2017. Western reserves the right to interview potential candidates in person. Western will review proposals and expects to officially award the contract to begin sometime shortly after July 1, 2017. The proposals shall be enclosed in a sealed envelope and be plainly marked in the upper left hand corner with the name and address of the bidder and bear the following: RFP: Engineering Design Services - Water Pipeline Replacement Projects The fee proposal shall be in a separate sealed envelope and be plainly marked in the upper left hand corner with the name and address of the bidder and bear the following: Engineering Design Services Water Pipeline Replacement Projects - Fee Proposal P a g e 8

RFP: Eng. Design Services. Water Pipeline Replacement Projects Attachment A Sample Contract P a g e 9