Public Works Department 330 West 20th Avenue San Mateo, CA 94403 April 26, 2015 The (City) is accepting proposals to select a qualified engineering consulting firm to provide condition assessment services for the City s pump stations and force mains. All questions regarding this (RFP) shall be directed to Ben Wright, Project Manager, Clean Water Program, at (415) 205-5731, or to the Public Works Department, City Hall, 330 West 20th Avenue, San Mateo, CA 94403. The RFP is available for viewing online at http://www.cityofsanmateo.org/bids.aspx. Proposals shall be submitted by firms that have a capable and demonstrable background in the type of work described in Section II, SCOPE OF SERVICES, of this notice. In addition, all interested firms shall have sufficient, readily available resources in the form of trained personnel, support services, specialized Consultants, and financial resources to carry out the work without delay or shortcomings. The proposals shall be submitted to the Public Works Department,, 330 West 20th Avenue, San Mateo, California, 94403, no later than: 4:30 p.m. on May 22, 2015 Each Proposer shall submit four (4) bound sets of the proposal in accordance with Section IV, PROPOSAL REQUIREMENTS.
TABLE OF CONTENTS PAGE I. INTRODUCTION..3 II. III. IV. SCOPE OF SERVICES.3 PROPOSAL REQUIREMENTS..6 CONSULTANT SELECTION PROCEDURE...7 V. ESTIMATED SCHEDULE FOR SELECTION..8 VI. VII. CONTACT PERSON.8 LATE PROPOSALS NOT CONSIDERED.8 APPENDIX: A. Department of Public Works Standard Agreement for Professional Consultant Services. 2
I. INTRODUCTION A. BACKGROUND The (City) is currently under a Regional Water Quality Control Board (RWQCB) Cease and Desist Order (CDO) requiring improvements its collection system to eliminate sanitary sewer overflows. The s Clean Water Program includes the City s Biennial Pump Station Upgrade Program, which ensures capacity and reliability necessary to achieve certification in accordance with the CDO. Recommendations in The Citywide Sanitary Sewer Pump Station Study by Schaaf & Wheeler (2010) were related to capacity improvements. As part of the City s Clean Water Program, a condition assessment of the pump stations and force mains is required, which will address reliability. The results of these assessments will lead to a recommended rehabilitation that will bring the City s pump stations and force mains to a state of good repair. The primary role of the Proposer will be to provide these condition assessment services. B. DOCUMENTS AVAILABLE FOR VIEWING The following supporting document is available for viewing online: o The Citywide Sanitary Sewer Pump Station Study. 2010. Schaaf & Wheeler. Final Report. November. Available at http://www.cityofsanmateo.org/bids.aspx. II. SCOPE OF SERVICES Condition assessments shall be conducted for 20 of the City s pump stations (scope does not include the Dale Avenue, 42nd Avenue, Mariners Island #5, Mariners Island #6, and Flint/Norfolk pump stations) and 21 of the City s corresponding force mains (scope does not include the Dale Avenue, 42nd Avenue, Mariners Island #6, and Flint/Norfolk force mains). The condition assessments shall include reliability assessment, maintainability assessment, remaining useful life determination, feasibility assessment for continued operation, prioritized recommendations for improvement and renewal, and an estimated Class 3 construction cost (conforming to AACE International Recommended Practices for Cost Estimating) for the capital improvements necessary at each pump station and force main. This work shall consist of an initial review of City assets inventory, conducting a workshop with City staff, performing a field assessment of these assets, and developing a report summarizing the condition assessment findings. The Consultant s scope of services shall consist of the following tasks: Project Management Kickoff Meeting and Asset Review Asset Risk and Condition Assessment Criteria Workshop Field Inspection Condition Assessment Technical Memorandum (TM) 3
Typical tasks that are required of the Consultant under these categories are detailed in the following sections. The City reserves the right to discontinue, alter, or postpone services at any time. Task 1 Project Management In addition to the condition assessment services described in this scope of work, the Consultant will also be responsible for general project management services to be performed throughout the project. These services include the following: Project coordination. Submission of a work breakdown structure (WBS), which includes a matrix indicating the budget amounts and man-hours for each task. The approved WBS shall form the basis for reporting the status of each task in the monthly progress report and the project invoices. Submission of monthly progress reports that shall include work completed, upcoming work, project issues, budget, and schedule status, potential changes, and other important project information. Submission of monthly invoices that document the man-hours and billing rates for staff for each task in the WBS, as well as overhead, profit, and any direct costs. A summary with budget spent and remaining as well as current and previous billing period invoicing should also be included. Project schedule updates with a detailed project cost and resource-loaded schedule capable of calculating earned value that indicates project start and finish dates, and WBS tasks. Quality control. The Consultant will be required to develop a project-specific Quality Management Plan (QMP) that will address the processes, procedures, and personnel engaged in quality control. The Consultant shall establish and monitor effective implementation of the quality requirements for the project and be responsible for submitting adjudicated QC review forms to the City. Task 2 Condition Assessment Task 2.1 Kickoff Meeting and Asset Review Upon notice to proceed, the Consultant shall plan and facilitate a kickoff meeting to review the condition assessment process, review information on the City s assets (project files, record drawings, maintenance records, operation and maintenance [O&M] personnel interviews), begin development of the condition assessment criteria, and develop protocols and expectations. After reviewing this data, the Consultant shall develop a comprehensive set of evaluation criteria, which would be suitable for all pump stations and force mains. This will provide an effective approach to move forward with comprehensive and consistent ratings for assets in comparison to each other. The Consultant s proposal 4
should outline the specific testing methods for the field inspection, based on asset group. Task 2.2 Asset Risk and Condition Assessment Criteria Workshop The Consultant shall attend and facilitate a workshop with City engineering and O&M staff. The topics of the workshop shall include determining the criteria for establishing asset risk, including assessing the likelihood of pump station or force main failure, the consequence of failure associated with each asset, applicable weightings for each criteria, and a numbered rating system used to perform the condition assessment. Task 2.3 Field Inspection Task 2.3.1 Pump Station Field Inspection The Consultant shall perform a physical inspection of the pump stations. The Consultant shall identify potential weaknesses, choke points, and other vulnerable portions of the pump stations. The Consultant s inspection shall include the electrical power supply system, instrumentation and control system, hydraulic control system, mechanical equipment, facility structure, general odor and security management, and O&M and troubleshooting procedures. The field team shall have all testing equipment needed for the required tests and all associated personal protection equipment (PPE) for the field team. The Consultant shall develop a field safety plan for inspection of the pump stations. The field safety plan shall address Consultant, City, and Consultant subcontractor field activities. Task 2.3.2 Force Main Field Inspection The Consultant shall perform a physical inspection of all force mains. The Consultant shall identify force mains that are exhibiting obvious signs of defects or leaks, or are susceptible to corrosion or other deterioration. In locations where the initial inspections indicate a deteriorated pipe condition, the Consultant shall characterize the nature of the deterioration and provide recommendations for improvements or further analysis. The field team shall have all testing equipment needed for the required tests and all associated PPE for the field team. The Consultant shall develop a field safety plan for inspection of the force mains. The field safety plan shall address field activities of the Consultant, City, and Consultant s subcontractor. Task 2.4 Condition Assessment Technical Memorandum The Consultant shall prepare a technical memorandum (TM) summarizing the work completed and documenting the findings from the pump stations and force mains condition assessment. The TM shall include: A summary of the field inspection procedures; 5
Data sheets for each pump station and force main that document the field inspection, including test results and photographs; A general condition rating or score of each asset inspected; and Needed improvements with an associated budgetary Class 3 cost estimate (conforming to AACE International Recommended Practices for Cost Estimating), prioritized by risk into short- and long-term capital improvements. The summary report should also include the following appendices: Additional field notes and photographs; and Existing record drawings. III. PROPOSAL REQUIREMENTS: The City requests that the Proposer submit a concise proposal clearly addressing all of the requirements outlined in the RFP. Proposer shall submit four (4) bound sets of its proposal containing 8-1/2 x 11 sheet sizes for the text and 11 x 17 sheet sizes for any fold-out drawings. The proposal will have a page limit set at 15 pages excluding resumes and cover letter. The proposal must include, at a minimum, the following information: A. A summary of the Consultant s understanding of the contract requirements as a whole and the unique capabilities to perform the services required. B. The Consultant s implementation plan with a project schedule that includes a list of tasks and any additional field investigation or exploratory work to be performed, and theproposed deliverables. C. The Consultant s experience and history in performing this type of work on similar projects, including the Consultant s ability to provide services based on an aggressive timeline. Include references of persons, firms, or agencies that the City may contact to verify the experience of the Consultant. D. A table of organization setting forth the positions, functions, and roles to be performed by key staff and subconsultants. E. A statement of qualifications and experience for each individual proposed to perform work on this contract. Firms must be able to provide sufficient staffing with qualified individuals throughout the contract. F. Consultant fee schedule for the duration of the project, including rates for key staff, proposed level of effort (in hours and cost) for each task, and total cost. G. An identification of any modifications to the attached Professional Consulting Services Agreement (Appendix A) the Consultant would require prior to entering into an agreement with the City. 6
H. Proposals shall remain effective for ninety (90) days beyond the submittal date. IV. CONSULTANT SELECTION PROCEDURE A. EVALUATION CRITERIA: Proposals received by the City will be reviewed by the Selection Committee, which will make the final selection based on the following criteria and corresponding weighting: Firm Qualifications: Technical experience in performing work of a closely similar nature, experience working with public agencies, record of completing work on schedule, strength and stability of the firm. (35%) Staff and Project Organization: Qualifications of project staff, key personnel s level of involvement in performing related work, logic of project organization, adequacy of labor commitment and restriction on changes in key personnel. (30%) Demonstrated Understanding of the Project Requirements: Familiarity with available construction methods limitations and benefits, and recognition of potential project challenges. (20%) Defined Scope and Approach: Appropriate task and deliverables in scope of work. The proposed schedule is responsive and realistic. (15%) B. EVALUATION PROCEDURE: An oral interview with one or more of the firms submitting proposals may be requested after written proposals have been received by the City if deemed necessary to clarify proposal or qualifications. The City will schedule the time and place for the interview if determined to be necessary. Each Proposer should be prepared to clarify and elaborate on the details set forth in its proposal. The Selection Committee will review the proposals submitted, establish a list of finalists based on pre-established review criteria, interview the finalist firms, if necessary, and determine the successful Proposer. The individual or composite rating and evaluation forms prepared by the Selection Committee will not be revealed. Sixty (60) minutes will be allowed for the oral interview, including the questionand-answer period. The Project Manager must lead the presentation before the Selection Committee. The tentative interview date is listed in Section VI. C. AWARD: The successful Proposer will be asked to enter into a contract with the City reflecting the terms and conditions of the proposal plus the City's standard professional services agreement requirements. A copy of the City of San 7
Mateo Department of Public Works Standard Agreement for Professional Consultant Services is attached in Appendix A. The City reserves the right to modify the scope of work and reject any or all proposals. V. ESTIMATED SCHEDULE FOR SELECTION The following project timeline is provided for your scheduling information; however, it is subject to change at the discretion of the City. Project Benchmarks Date (No Later Than) Available April 26, 2015 Proposals Due at the City May 22, 2015 Preliminary Evaluation May 22 May 29, 2015 Consultant Interview June 3, 2015 Consultant Selection June 10, 2015 Award Contract July 20, 2015 VI. CONTACT PERSON Prospective Proposers may contact Ben Wright, the City s Project Manager, Clean Water Program, for further information regarding contractual questions for this RFP. Deadline for inquiries is May 15, 2015. Responses to inquiries will be provided within 5 days. All requests for interpretation or questions must be sent in writing and must clearly include the subject line RFP:. Inquiries and written correspondence may be directed to: BEN WRIGHT PROJECT MANAGER CLEAN WATER PROGRAM PUBLIC WORKS DEPARTMENT CITY OF SAN MATEO 330 WEST 20th AVENUE SAN MATEO, CA 94403 (415) 205-5731 VII. LATE PROPOSALS NOT CONSIDERED Proposals must be received by the time specified at the address listed above. Any proposals received after the deadline will not be considered. 8