REQUEST FOR PROPOSALS PLAN CHECK SERVICES
OVERVIEW Western Municipal Water District (District) is requesting proposals for a civil engineering consulting firm to provide plan check services on an as needed basis. The District s intent is to minimize response time and improve customer service by supplementing in house staff with consulting services. Requested services could include plan check review of residential tract, industrial and commercial plans for water and wastewater service. The agreement for services shall be for the term of one (1) year, commencing from the date of award, with optional one-year renewals. SCOPE OF SERVICES REQUIRED The plan check services will focus on infrastructure related to potable and recycled water delivery, and wastewater collection. Ancillary design issues including grading, drainage, road design and conflict/coordination with other utilities may also be required. Under direction and supervision of the District s Engineering staff, the consultant will perform the following plan check services: Review submitted plans for potable water and recycled water distribution systems and wastewater collection systems to ensure conformance with Western Municipal Water District Design Requirements and Construction Standards, consistency with District Master Plan and other applicable standards, especially the State Water Resources Control Board Division of Drinking Water design criteria for drinking water and recycled water systems. Review associated potable water, recycled water and wastewater distribution facilities including booster pump stations, sewer lift stations, PRV stations, and water storage tanks to ensure conformance with Western Municipal Water District Design Requirements and Construction Standards, consistency with District Master Plan and other applicable standards, especially the State Water Resources Control Board Division of Drinking Water design criteria for drinking water and recycled water systems. Review plans for commercial development for connections to District s existing facilities including connections for domestic services, landscape, fire service, and wastewater to ensure conformance with Western Municipal Water District Design Requirements and Construction Standards, and other applicable standards, especially the State Water Resources Control Board Division of Drinking Water design criteria for drinking water and recycled water systems. Page 2 of 5
Consultant shall have an effective Quality Assurance/Quality Control (QA/QC) process. Thorough QA/QC shall be performed on all plan check reviews. Communicate with private developers and associated design professionals by telephone, e-mail, written correspondence, and in-person meeting to discuss plan check review comments. Other assignments not specifically list above, but required during the engineering review and plan check process. The Consultant shall be required to attend bi-weekly Engineering and Operation Planning meetings to communicate and coordinate with District Operations and Engineering staff. Upon request of the District, the Consultant shall provide part-time on-site staff services. To avoid a conflict of interest, the consultant shall be expected to exercise independent judgment when reviewing development application and not be influenced by relationships with other clients. A list of private developers who have active or pending projects with the District will be provided upon request. PROPOSAL SUBMITTAL This request for proposals is intended to assess each Consultant s general capabilities as they apply to the District s needs and to evaluate specific responses to the Scope of Services. Submit proposals in PDF electronic format via e-mail to Ms. Tracy Costello before the submission deadline. An e-mail to confirm receipt of the proposal submission will be sent once the proposal is received. Proposals must be submitted no later than 10:00 A.M., January 7, 2015, to the following: Ms. Tracy Costello Development Services Supervisor (951) 571-7100 tcostello@wmwd.com Proposals received after the due date and time will not be considered. Page 3 of 5
Please contact Ms. Tracy Costello should you have any questions. All questions should be submitted in writing and all prospective consultants will receive copies of the questions and responses. PROPOSAL CONTENT Proposal responses must adhere to the requirements outlined in this section and should include the following: Introduction: Provide a cover letter and introduction including the name and address of the organization with the name, address, telephone and fax numbers, and e-mail address of the contact person who will be authorized to make representation for the organization. A one-to-two page Executive Summary shall be provided with an overview of the proposal, its highlights, and the approach to successfully completing these services. Qualifications and Personnel: Describe the firm s resources, experience and capabilities as follows: o Provide an outline of the firm s background, qualifications, and ability to perform the scope of services. o Provide an organizational chart to identify the staff who will perform the required work. Identify relevant qualifications and experience and their level of effort toward completing all needed tasks. Include staff resumes and professional licenses. o Provide a rate schedule that includes staff hourly rates and indicate the period during which the rates are valid, and whether rates increases are expected during the term of the agreement. References: Identify at least at least (3) references for work performed in the past three years, preferably with direct involvement of municipal governments in California. References may be contacted during the selection process. SELECTION CRITERIA AND PROCEDURE An Engineering evaluation committee will review each proposal. The following evaluation criteria will be used in selecting a consultant: Experience with similar projects and ability to perform, including ability to scale in quantity of projects while keeping to schedule (three week return to developer on 1 st plan check, and two week return to developer on 2 nd and 3 rd plan check); Page 4 of 5
Relevant qualifications of key personnel and depth of engineering expertise in water and sewer plan check; Familiarity with needs of municipal/governmental agency and ability to tightly integrate with District staff and review process; Demonstrated performance in keeping total plan check cycles to an average of three plan checks or less; Overall responsiveness to this RFP. After reviewing all submissions, the District may request to interview its top candidates. After the interviews, negotiations with the top-rated consultant will be conducted regarding the scope and extent of services to be rendered, amount, and method of compensation. The District reserves the right to reject any or all proposals for any reason. This RFP is not intended and should not be construed to commit the District to contract with any proposer. All costs incurred in connection with responding to this RFP will be borne by the proposer. Page 5 of 5