Request for Qualifications for Professional Engineering Services to Prepare a Comprehensive Water/Wastewater Utility Master Plan Released 11/22/2017 Proposals Due: 12/22/2017 1
INTRODUCTION Chatham County is requesting statements of qualifications for professional engineering services to prepare a comprehensive water/wastewater utility master plan. Consultants who submit proposals should be licensed as a Professional Civil Engineer in the State of North Carolina and be experienced in the field of water distribution and treatment, wastewater collection and treatment and knowledgeable about operating and maintaining water/wastewater facilities. The project goal is to develop a comprehensive water/wastewater utility master plan that enables the County to strategically plan and budget for the implementation of water/wastewater system improvements in order to maintain a high level of distribution and collection reliability and efficiency for current demand, future growth, and emergency situations. PROJECT DESCRIPTION Chatham County is situated between two of the state s three largest centers of population and commerce, the Triangle Region and the Piedmont Triad. It is in a prime location for development and growth. In an effort to be prepared for this potential growth and have sustainable utility infrastructure and resources for decades to come the County has determined that it is necessary to develop a utility master plan. This plan will not only be developed to meet the utility needs of the County it will also include three incorporated towns within the County that own and operate their own water/wastewater infrastructure: Siler City, Pittsboro and Goldston. This plan will be a study of the County s and the three towns water/wastewater sources, storage, treatment and delivery/collection systems and will be used to guide future utility decisions county wide. The utility master plan should also incorporate action items noted in the Draft 2017 Comprehensive Plan for Chatham County. SCOPE OF WORK Chatham County understands this RFQ may not fully describe the work envisioned. The information contained in this RFQ is Chatham County s best understanding of the current needs and how to address them, but the County will be relying on the selected firm to suggest modifications to the scope of work described herein based on their professional expertise in this subject area and an initial meeting with the stakeholders. Potential components of the comprehensive Water/Wastewater Utility Master Plan may include the following items: Summary and description of the County s water/wastewater systems as well as Siler City s, Pittsboro s and Goldston s water/wastewater systems. Projection of water distribution demand and wastewater collection needs for the next 10 year and 20 year future planning period. 2
Review of the County s, Siler City s, Pittsboro s and Goldston s existing water distribution and treatment systems and identification of hydraulic deficiencies with maintenance and mitigation recommendations based upon Master Plan projected growth. Review of the County s, Siler City s, Pittsboro s and Goldston s existing wastewater collection and treatment systems and identification of hydraulic deficiencies with maintenance and mitigation recommendations based upon Master Plan projected growth. Analysis of water hydraulic models that are available from all parties (Chatham County, Siler City, Pittsboro, Goldston and possibly the City of Sanford, the City of Burlington and the City of Durham) Evaluation of supplemental domestic water sources, including emergency supply alternatives and secondary long-term domestic supply alternatives. The evaluation shall include consideration of feasible supply, treatment, and distribution facilities with costs and constraints noted. The County has recently embarked on the development of a County-wide Comprehensive Plan and it is close to completion. The Water/Wastewater Utility Master Plan should address related action items identified in the Plan. Cost estimates for recommended improvements to the distribution, collection and treatment systems to ensure adequate capacity for both summer and winter demand and Master Plan projected growth. Provide sources of funding including potential grant opportunities. A short and long-term capital improvement plan (CIP) to address identified deficiencies, including prioritization, alternatives, analysis, and schedules. Recommendation of updates/changes to the operational and organizational structure of the water treatment and distribution systems and the wastewater and collection systems. Identification of any present and future regulatory concerns for the treatment facilities, distribution systems and collection systems. Review of existing inter-local agreements with other municipal/county utility systems. Make recommendations for updates/improvements. Review/evaluation of Jordan Lake Western Intake Partners proposal for new water treatment plant. Analyze current staffing levels and responsibilities to make general staffing recommendations to ensure a safe reliable supply of water and the ability to safely treat and discharge wastewater. Proposed Schedule November 22, 2017 December 14, 2017 Noon December 22, 2017 5:00 PM January 19, 2018 End of January 2018, beginning of February 2018 Week of February 13, 2018 June 2018 RFQ Released and advertised Deadline for questions from firms Deadline for submittals to the County Evaluation Period Interviews if needed Expected contract award Final Master Plan document due to County 3
PROPOSAL INSTRUCTIONS 1. Proposal Deadline: Must be received by Chatham County no later than 5:00 PM, Friday, December 22, 2017. Submission of Proposals: Vendors must submit both an electronic PDF version of the proposal (excluding any materials that are non-electronic) and five hard copies with all attachments, including signatory pages, and received by the deadline above to be considered responsive. The outside envelope must be clearly identified as RFQ for Chatham County Water Master Plan. The electronic PDF version of the proposal (excluding non-electronic materials) must be submitted by the deadline above to: robin.james@chathamnc.org or may be included in the bid packet on digital media. 2. The five hard copies must be sent to one of the following delivery addresses: a. Postal Address: Robin S. James, Procurement Manager Chatham County Finance Office P. O. Box 608 Pittsboro, NC 27312 b. Street Address: (no postal delivery to this address) Robin S. James, Procurement Manager Chatham County Finance Office Courthouse Annex 12 East Street Pittsboro, NC 27312 3. Withdrawal of Proposals: Proposing vendors may withdraw their proposals any time before the deadline for submission, 5:00 PM, December 22, 2017, but the withdrawal must be submitted in writing and signed by the proposing vendor. 4. Inquiries and Corrections All inquiries relating to this request should be in writing and addressed to: Robin S. James, Procurement Manager Chatham County Finance Office P. O. Box 608 Pittsboro, NC 27312 They also may be emailed to: robin.james@chathamnc.org If a proposing vendor finds discrepancies in or omissions from the specifications or should require additional clarification of any part, a written request for interpretation shall be submitted to Robin James. Any interpretation of or changes made to the RFQ will be made by written addendum to each proposing consultant and shall become part of the request for any contract awarded. The County will not be responsible for the accuracy of any other oral explanations, interpretations, or representations. All written inquiries must be submitted by 12:00 Noon, Thursday, December 14th. It shall be the responsibility of each proposing organization or individual to verify that every addendum has been received prior to submitting proposals. 4
All addenda will be posted to the bids and opportunity website at http://www.chathamnc.org/business/current-bid-proposal-opportunities 5. Vendor Certification: The submission of proposal shall be deemed a representation and certification that the proposing vendor: a. Has carefully read and fully understands the information provided by Chatham County in this RFQ; b. Is financially solvent and has the capability to successfully undertake and complete the responsibilities and obligations of the proposal submitted; c. Represents that all of the information contained in the submitted proposal is true and correct; d. Did not in any way collude or conspire with any other parties, directly or indirectly, in regard to the amount, terms, or conditions of this proposals; e. Acknowledges that Chatham County has the right to make any inquiry it deems appropriate to substantiate or supplement information provided by proposing vendors and hereby grants Chatham County permission to make these inquiries; and f. Acknowledges that any proposal cannot be modified after its submission for any reason. 6. Format and Deadline of Proposals: Late proposals will not be accepted under any circumstance and will not be opened or reviewed. We will not accept proposals by fax or any method other than is outlined under item (2) of this section. The sender must allow ample delivery time for the selected shipment or transmission methods. 7. Definition and Context: Unless otherwise specified in this document, all words shall have a common meaning unless the context in which they are used clearly requires a different meaning. Words in the singular number include the plural, and in the plural include the singular. PROPOSAL CONTENT REQUIREMENTS These instructions cover the format, content, and development of the proposals. Only that information deemed essential to convey the proposing vendor s understanding of Chatham County s requirements for this RFQ should be submitted. Items not listed below and not explicitly related to the RFQ (i.e. general marketing materials) will not be considered in the evaluation process. All proposals should include the following items in the order listed below and must be organized as shown below: Section 1 - Proposal Summary: This should include the highlights of the proposal, such as an overview of the vendor organization, most relevant experience of the proposing vendor, and specific staff and facilities involved in servicing Chatham County, including subcontractors. Section 2 Staff Resumes Include detailed resumes for all staff that will be working or involved with the proposed Chatham County project. Be sure and include licenses, training and certificate details. 5
Section 3 Project Approach: This should include a proposed project schedule (project milestones including but not limited to the initial meeting/conference to kick off the project implementation, periodic progress meetings and project completion) and detailed approach to complete this project, familiarity with this project, identification of unique issues related to the project, potential grants or financial assistance options, and the process proposed for communications with County/Town stakeholders. Section 4 Reference Projects: Vendor must provide a list of projects or clients served within the last five (5) years that demonstrate the applicants skills and capabilities with the type of service being requested. Please include the project name, location, budget, client contact name (current), and telephone number. Section 5 - Vendor Information & Signature Form: This form is provided as Attachment A. The form should be completed and signed by the person with authority to approve contracts with Chatham County. SELECTION AND AWARD Chatham County anticipates interviewing one or more firms before making a final selection. The interview team may include: 1) representatives from the Chatham County Manager s Office, 2) representatives from the Town of Pittsboro, 3) representatives from the Town of Siler City, 4) representatives from Chatham County s Public Works Department, and 5) representatives from the Town of Goldston. Chatham County shall award the contract to the most qualified firm based on the following criteria: 1. Demonstrated understanding of the project. 2. Specialized or appropriate staff expertise with this type of project. 3. Demonstrated experience with projects similar in content and scope. 4. Familiarity with Chatham County and/or the identified stakeholders. 5. Proximity to the project site. 6. Ability to assist with grants or other financial assistance. 7. Such other appropriate information as the County deems appropriate. Chatham County reserves the right to reject any of and all responses. INSURANCE AND LEGAL REQUIREMENTS Insurance Requirement Chatham County requires selected contractors and any subcontractors to obtain and maintain, at their own expense, all insurance required by state and federal law. If requested, the selected organization agrees to provide Chatham County with evidence of required policies, certificates and/or endorsements upon the award of the contract. At a minimum, contractors and subcontractors are required to have the following coverage related to any contract work for Chatham County: Workers compensation as required by the State of North Carolina. 6
Professional liability, including errors and omissions, malpractice (if applicable) and negligent performance at least $1 million for all damages. Comprehensive general liability, including personal injury, broad form property damage blanket contractual and fire legal liability--$1 million combined limit for bodily injury and property damage. The County shall be named as an additional insured on both the professional liability and comprehensive general liability coverage. Contractor shall furnish copies of all such policies and all renewals, terminations and alterations to the County on a current basis. E-VERIFY Effective September 4, 2013 North Carolina local government units are prohibited from entering into certain contracts unless the contractor and the contractor s subcontractors, if any, comply with the requirements of N.C. Gen. Stats. 64-26(a). Prior to providing any services hereunder, Contractor and Contractor s subcontractors, if any, are subject to the provisions of N.C. Gen. Stats. 64-26(a). Contractor agrees to fully comply with such statute and require Contractor s subcontractors, if any, to fully comply with such statute. IRAN DIVESTMENT ACT Effective October 1, 2015 North Carolina local government units are prohibited from entering into certain contracts unless the contractor and the contractor s subcontractors, if any, comply with the requirements of 143C-6A-5. Contractor agrees to fully comply with such statute and require Contractors subcontractors, if any, to fully comply with such statute. COUNTY CONDITIONS All proposing firms or individuals shall comply with all conditions, requirements, and specifications contained herein, with any departure constituting sufficient cause for rejection of the proposal. However, Chatham County reserves the right to change the conditions, requirements, and specifications as it deems necessary. The proposal must be signed by a duly authorized official of the proposing organization or individual submitting the proposal. No proposals will be accepted from any person or organization that is in arrears for any obligation to Chatham County, or that otherwise may be deemed irresponsible or unresponsive by county staff, the Chatham County Board of Commissioners, or the Chatham County Economic Development Corporation. Chatham County is not obligated to enter into any contract as a result of the RFQ. All prices quoted must be firm for a period of 90 (ninety) days following the proposal deadline. Chatham County reserves the right to reject any and all proposals or any part thereof and to select the most responsive proposal that is deemed in the best interest of Chatham County. 7
One proposal may be awarded as the result of the RFQ. Chatham County may approve or disapprove the use of specific proposed subcontractors in any proposals. Chatham County reserves the right to enter into an agreement with another proposing vendor in the event that the originally selected vendor fails to execute a contract with the County or defaults on their contract. All proposals shall be prepared in a comprehensive manner as to content, but we do not require specific types of binders or promotional material for submissions. Promotional material will not be considered part of the proposal and will not affect the evaluation of proposals. Chatham County reserves the right to negotiate with any, none, or all of the proposing vendors. All costs, including travel and expenses, incurred in the preparation of this proposal will be borne solely by the proposing company. The County will not return proposal materials to those submitting proposals. No agreements with any selected vendor shall be binding until a contract is approved by the by Chatham County and signed and executed by the County Manager and authorized representatives of the vendor. The County of Chatham is an Equal Opportunity Employer and does not discriminate on the basis of sex, marital status, race, color, creed, national origin, age, or disability. QUESTIONS: Please contact: Robin James, Procurement Manager Chatham County Finance Office 12 East Street P.O. Box 608 Pittsboro, NC 27312 919.545.8364 robin.james@chathamnc.org 8
Vendor Information & Signature Form Name of Vendor: Trade License # (if applicable) Contact Person(s) Street Address with City, State & Zip Code Mailing Address (if different than above) Phone # Fax # Email Proposer will do the work as: Date & state of incorporation Name of partnership or joint venture Date Individual Joint Venture Partnership Corporation State By signing below, the respondent acknowledges he/she is authorized to act on behalf of the stated firm and bind the firm in the contracted services if selected. Bidder Signature: Date Signed: Title of Signatory: 9