September 5, 2014 City of Lacey Request for Qualifications Westside Booster Pump Station VFDs and On-Site Emergency Generator Design SUMMARY The City of Lacey is seeking a qualified consultant to complete plans, specifications, estimate of probable construction cost, and construction management support for revisions at the City s Westside Booster Pump Station. Revisions include replacing the existing soft-start motor starters with variable-frequency drives (VFDs) on 1-50hp jockey pump and 1-100hp primary pump as well as providing permanent standby power, including permanent on-site load bank, at the site. The consulting firm will need to evaluate the existing electrical components at the site and determine all measures necessary in order to achieve fully functioning VFDs on two existing pumps as well as providing a properly sized emergency generator for a functioning facility during power outages. In addition, the consulting firm will need to perform an analysis regarding potential electrical harmonics and/or unclean power issues which could occur at this site due to the installation of VFDs and provide recommendations for solutions. Statements of Qualifications (SOQs) will be evaluated based on the firm s experience with projects of this type in similar environments, and the quality and breadth of the approach proposed to complete the work. Interested firms should submit a project approach and identify those individuals, along with their expertise, that will be assigned to the project. Examples of relevant work are encouraged, and should showcase the quality, breadth, and approach used in prior projects. Statements of Qualifications, prepared according to the following detailed instructions, must be received at the address below no later than 5:00 p.m. Pacific Standard Time, Wednesday, September 24, 2014. No postmarks will be accepted. The City of Lacey assumes no obligations of any kind for expenses incurred by any respondent to this solicitation. It is the City of Lacey s policy to assure nondiscrimination in any contract entered into pursuant to this advertisement. Firms will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award as provided by Title VI of the Civil Rights Act of 1964. Page 1 of 5
For additional information, contact: Jeff Johnstone, P.E., Utility Engineer City of Lacey Public Works Water Resources Division 420 College Street SE Lacey, WA 98503 Phone: (360) 438-2642 E-mail: JJohnsto@ci.lacey.wa.us GENERAL INFORMATION The water system on the west side of Lacey is dependent on the Westside Booster Pump Station to provide fire flow and to satisfy peak demands. The station is located at 3300 College Street SE in Lacey. The station includes three 100hp pumps as well as a single 50hp jockey pump. All motors are controlled by soft-start motor starters. Design of this project will include replacement of the soft-start motor starters with VFDs on the jockey pump and one of the 100hp pumps in order to prolong equipment life and to see energy savings. In the past, the City has experienced harmonics and/or unclean power issues at other facilities with VFDs. As part of this project the consultant will perform an analysis regarding these potential issues and provide a technical memorandum describing the issues and possible remedies to them. The booster pump station is currently wired for connection to an emergency generator; however, availability of portable generators and staff time during emergencies are limited. The site also includes three City wells and a chlorine generation system. The City desires to have permanent standby power at the site, including load bank, which will power the booster pump station, the three wells, and the chlorine generation system. Design of this project will include review of the existing electrical systems at the site to determine an appropriately sized standby generator as well as determining location and installation requirements for the generator. The City also intends to apply for a Puget Sound Energy (PSE) Energy Efficient Retrofit Grant in conjunction with the design of this project. Ideally, the selected consulting firm will have experience in successfully acquiring PSE grants for municipalities on similar retrofit projects. As-built plans for the booster pump station and chlorine generation system are available. Facility data for the three City wells at the site are also available. As-built plans for the entire Westside Reservoir and Booster Pump Station project, which include plans for the Westside Reservoir, are available upon request. SCOPE OF EFFORT AND TIMING Task 1 Data Review and Collection Meet with City Engineering and Operations staff. Make site visit to observe existing electrical system. Review all pertinent City provided data. Identify survey needs or additional information needed to complete Task 2. Page 2 of 5
Provide a technical memorandum which includes a description of proposed design elements, proposed design schedule, and any information needed from the City necessary for preparation of final bid documents. Task 2 Project Design Provide analysis and design of the VFDs and permanent standby generator. Prepare design plans, specifications, and construction cost estimate. o Design plans shall be submitted to the City for review and comment at 30-percent, 60-percent and 90-percent completion. In addition to pdf copies, AutoCAD drawing files for the project plans shall also be submitted to the City for the 30, 60, and 90-percent reviews. o Design specifications and construction cost estimate shall be submitted to the City for review and comment at 90-percent completion. Specifications shall clearly define the materials and equipment that are to be used in construction. Construction cost estimate shall include a summary of overall cost, an itemization of materials, labor, and equipment cost, and an estimated project construction time schedule. o Two hard copies of final plans, specifications, and construction cost estimate shall be provided to the City. One electronic copy shall be provided on CD. Consultant final plans and specifications will be incorporated into standard City bidding documents which will be compiled and advertised by the City. Provide technical memorandum regarding potential issues with electrical harmonics and/or unclean power associated with VFDs at this site, and recommendations for remedies. Assist the City in preparing and applying for a PSE Energy-Efficient Retrofit Grant and provide technical assistance to the City for grant correspondence with PSE. Task 3 Construction Management Support Provide support to the City during construction. Support shall include responding to submittals, responding to RFIs, and on-site construction meetings, if necessary. Project Timing: Task 1 to be completed no later than 3 weeks following the notice to proceed. Task 2 deliverables to be completed no later than 12 weeks following the completion of Task 1, which includes 2 weeks for City review and comments. Task 3 will be completed in conjunction with project construction. SOQ FORMAT: Consultants are asked to express their interest in this project by offering a SOQ which demonstrates their ability and capacity to provide the services described. 1. Number of Copies and Due Date -- Interested consultants should submit one printed copy and one electronic copy of their SOQ so that they are received no later than 5:00 p.m., Wednesday, September 24, 2014 at Lacey City Hall, at the address listed under information contact. SOQs received after the deadline will not be reviewed. Page 3 of 5
2. Format -- Each SOQ will be limited to no more than 6 pages including the cover. A printed side constitutes one page. Printed means any printing of any kind except for the phrase this page intentionally left blank. Pages must be on 8.5 x 11 paper. Body type shall be 11 point or larger at standard spacing. 3. Cover Letter -- A cover letter, which does not count as part of the 6 page limit, should establish the firm s interest in this project and may not exceed one page. The letter must be signed by an individual capable of committing the resources of the proposing firm. SOQ CONTENT: Proposed Approach to Meeting Project Objectives Describe your firm s vision of how best to meet project objectives. Include a discussion of the primary focus of your approach, using elements listed in the Scope of Effort as guidance. Identify objectives/tasks that you feel are key to the success of the project; this may include items not already identified in this Request for Qualifications. References for protocols and methods are encouraged. Include a proposed work schedule including the timing of various key tasks. Qualifications Provide a description of your firm s experiences in performing similar studies and designs, addressing the elements listed under Scope of Effort above. Identify and describe the relevant experience and qualifications of the pertinent individuals who would serve as project analysts and designers for this project. Identify other staff members and/or subcontractors that will contribute to the project, and their relevant experience. Quality Control Describe the standards and methods used by the firm to assure quality designs of this nature to the client. Construction Management Provide a description of your firm s experience in construction management of public works projects. References Provide descriptions and references for comparable projects that your firm has previously performed. Include contact names, addresses and telephone numbers for each. SELECTION PROCESS Several Public Works staff members will review all SOQs. Each staff member on the evaluation panel will rate the criteria on a scale from 1 to 5 (Poor, Below Average, Average, Page 4 of 5
Above Average, and Excellent), and scores will be added to help determine the most qualified consultants. SOQs will be rated based on the following criteria: Expertise and design experience 25% Key personnel 20% Overall approach and schedule 25% Understanding of project components 20% QA/QC Procedures 5% Construction management experience 5% Points may be deducted for SOQs that do not follow SOQ FORMAT. Staff members may choose a short list of qualified consultants who will be invited to make a presentation to the evaluation panel. Presentations, if needed, will be arranged in late September. Based on the SOQs and/or interviews/presentations, the selection panel will choose the firm which, in its opinion, best meets the requirements set forth in this Request for Qualifications and negotiate a consultant agreement. INTENDED SELECTION SCHEDULE SOQs due September 24, 2014 Interviews (if needed) Early October, 2014 Negotiations with Finalist Mid October, 2014 Final Review of Contract Late October, 2014 Finalize Contract Early November, 2014 Page 5 of 5