Sanitary Engineering Department Greene County, Ohio Request for Proposals W15-4 SUMMERFIELD ELEVATED STORAGE TANK RECOATING W16-1 GERSPACHER #2 ELEVATED STORAGE TANK RECOATING I. INTRODUCTION AND BACKGROUND The Greene County Sanitary Engineering Department is requesting proposals from consulting firms specializing in tank inspection services including; condition assessment, design, preparation of detailed specifications, and inspection services for the refurbishment and recoating of elevated storage tanks. Greene County Sanitary Engineering Department has two elevated storage tanks in need of both minor upgrades and recoating. The tanks involved are; Gerspacher #2 Tank located at 2316 Gerspacher Rd., Bevercreek, Ohio and the Summerfield Tank located at 1882 Glen Meadow Way, Beavercreek, Ohio. II. OBJECTIVES The consultant will need to accomplish the following: A. Confirm that the 2014 inspections are representative of current tank conditions. B. Prepare detailed specifications for bidding the recommended upgrades to tanks. C. Prepare detailed specifications for the repainting of areas recommended in the 2014 inspections. D. Provide inspection services during the modifications and recoatting of the two tanks. III. SCOPE OF SERVICES A. Perform inspections of the Summerfield 2,000,000 gallon and Gerspacher #2 1,500,000 gallon elevated storage tanks. The consultant will be required to re-inspect each tank in sufficient detail to confirm that there is no significant change in the conditions observed during the Preliminary Maintenance Inspections conducted by Dixon Engineering, Inc. in 2014. B. The Consultant shall furnish design services necessary to prepare detailed specifications for the improvements and repainting recommended in the detailed inspections conducted in 2014 for both of the tanks. We would anticipate that only one bid package will be necessary. Page 1 of 5
C. Consultants should assume that research and collection of relevant County data is to be completed by the Consultant staff as necessary. The Consultant is encouraged to propose modifications to the individual tasks or any part of the scope of services if the Consultant can demonstrate innovative, advanced methodologies that the County may not have specifically identified in the scope of services. The proposed additional modifications shall be identified as optional items. D. The selected consultant will be expected to manage the assigned projects and tasks, carefully control costs and resources, and complete the project work on schedule. The consultant shall assign a project manager who will act as the County s primary contact and will be entirely responsible for the consultant s work (including sub consultant work if applicable). To ensure the project remains on schedule, the following project management activities will be expected: E. Progress reports the consultant shall provide progress reports to the County s project manager at proposed regular intervals which shall include the following information: 1. Status of work completed to date. 2. Work anticipated to be completed in the next reporting period. 3. Problems/Obstacles identified during the reported period. 4. Outstanding issues (items would remain on this list until resolved). IV. Deliverables A. The Consultant shall provide technical memorandums concerning findings of the re-inspections of the two tanks. B. The Consultant shall provide detailed specifications and drawings for bidding of repainting project. C. The Consultant shall provide estimates of costs for specified work. D. The Consultant shall provide 15 copies of bidding documents. E. The consultant shall review bids received and make a recommendation for asward to the County. F. The consultant shall provide inspection services for the modifications and repainting work. Inspection services shall include detailed daily reports of weather conditions and work performed. G. Provide as-built drawings for all modifications to the tanks. H. Perform appropriate one year warranty inspections for all recoating. Page 2 of 5
V. Estimated Schedule A. County issues Request for Proposals October 27, 2016 B. Mandatory Pre-Proposal Conference November 10, 2016 C. RFP s due to the County November 22, 2016 D. Selection and Negotiations December 2016 E. Board of Commissioners Approval of Contract December 2016 F. County Issue Notice-to-Proceed January 2017 G. Estimated Project Completion December 2017 VI. Proposal Guidelines A. Introductory Letter 1. This letter should be on company letterhead and addressed to the County s project manager with a statement on the Consultant s basic understanding of the County s proposal. B. Office location from which the work will be performed 1. Indicate the location of the office from which the project will be managed and/or the majority of the key personnel assigned to the project will be located. Locations of sub-consultant s offices shall also be identified. C. Qualifications and Experience of Firm and Key Team Members 1. The Consultant shall identify the project manager and other key personnel (including sub-consultants) that will be assigned to this project and provide resumes of these individuals. Include detailed information of these individuals to indicate their availability to work on the project. D. References 1. The Consultant shall provide a list of completed projects similar to the County s proposed project in which the consultants and sub-consultants have completed. Include information on key personnel assigned to project, project costs, and client information for references. E. Project Approach, Coordination and Schedule 1. Describe your firm s understanding of the project and provide a clear description of the technical approach to be undertaken on the project, including the level of effort required for the proposed work. The Consultant shall prepare a detailed Scope of Services for the project, detailing each of the items listed in the basic scope of services above. The Consultant may include additional scope of service tasks for the County to consider for the overall success of the project. The Scope of Services should describe each step in the overall review, analysis and completion of the project. The County is interested in innovative cost-effective Page 3 of 5
approaches to completing the project tasks and the final Scope of Services will be subject to negotiation. The Consultant shall provide a written summary of information needed from the County to complete the scope of services. This information may include but are not limited to: kickoff meeting, data collection information, system inventory information, existing system drawings, historical information, GIS files, etc. Provide a schedule based on the notice to proceed date including deliverables for performing the tasks identified in the scope of services. VII. Process A. After the County is in receipt of all proposals, the County will conduct an evaluation of the written proposals and rank them accordingly. The County may invite the highest ranking firms to make a presentation where committee members can ask questions regarding the presentation and/or the written proposal. At the conclusion of the presentations, the committee will rank the firms accordingly. VIII. Cost Proposal and Fee Schedule (Applies to Selected Consultant Only) A. The County will request a detailed cost proposal and fee schedule from the highest ranked firm and negotiate a contract which is reasonable and mutually agreeable to the County and Consultant. The proposal should include a detailed scope of services and all costs for which the Consultant expects to be compensated for, including all materials and services provided. The quoted fee shall constitute full and complete compensation for the services and materials provided as outlined above. Consultant staff fee schedule should clearly indicate effective dates, applicable escalation clauses, and miscellaneous billable costs, in addition to hourly rates. If there are unresolved issues and negotiations are unsuccessful with the top ranked firm, negotiations with that firm will be formally terminated, and the County will attempt to negotiate an agreement with the next highest ranked Consultant. The award of the selected Consultant s contract will be subject to the County Commission s approval. IX. Selection Criteria A. The Consultant selected for this project shall have demonstrated experience with the preparation of specifications for the modification, and painting of elevated storage tanks. The consultant should also have demonstrated experience in the inspection of tank painting projects. B. Selection will be based upon the following criteria: 1. Consultant s understanding of the County s required tasks and needs as demonstrated in the Consultant s scope of services. (25 points) 2. Consultant s experience with similar projects comparable in type, size, and complexity. (25 points) Page 4 of 5
3. Qualifications of the Consultant s staff members proposed to complete the tasks necessary to make this a successful project. (25 points) 4. Consultant s demonstrated ability to perform high quality work, to control costs, and meet project schedules. (20 points) C. Consultant s past performance on projects with the County. (5 points) X. Request for Proposals Inquiries A. Questions regarding this Request for Proposal should be made in writing and emailed to rvolkerding@co.greene.oh.us or sent to the address below. All questions must be submitted by 4:30 P. M. November 14, 2016. XI. Submittal Deadline A. The County must receive five (5) sets of proposals from Consultants no later than 4:30 P. M. on November 22, 2016. Submitted as follows: Ronald S. Volkerding, P.E., CPM Director Greene County Sanitary Engineering Department 667 Dayton-Xenia Road Xenia, OH 45385 Page 5 of 5
ITEM W15-4 Summerfield Elevated Storage Tank Recoating W16-1 Gerspacher No. 2 Elevated Storage Tank Recoating DESCRIPTION Selection Scoring Score Range Score Comments/ Notes Consultant s understanding of the A County s required tasks and needs as demonstrated in the Consultant s scope of 1-25 services Consultant s experience with similar B projects comparable in type, size, and 1-25 complexity Qualifications of the Consultant s staff C assigned to perform the work with this 1-25 project Demonstrated ability of the Consultant to D perform high quality work, to control 1-20 costs, and meet project schedules Consultant s past performance on projects E 1-5 with the County