BUCKSKIN SANITARY DISTRICT Parker, Arizona PUBLIC NOTICE FOR PROFESSIONAL ENGINEERING SERVICES REQUEST FOR QUALIFICATIONS -ENGINEERING DESIGN SERVICES - PHASE 5&6 WASTEWATER CONVEYANCE SYSTEM Chairman Jeff Daniel Board Members Pat Jones Andy Hinson Jay Clagg Gary Svider Date: February 2, 2017
REQUEST FOR QUALIFICATIONS ENGINEERING DESIGN SERVICES PHASE 5&6 WASTEWATER CONVEYANCE SYSTEM GENERAL The Buckskin Sanitary District (District) is seeking a qualified engineering consultant to provide design services for the District in accordance with the scope of work contained herein. SUBMITTAL PROCEDURE To be considered, respondents shall submit a total of seven (7) RFQ responses (one signed original and six copies) and one (1) CD. Submittals shall be enclosed in a sealed envelope plainly identified on the outer envelope with the proposer's name and address, along with "Buckskin Sanitary District RFQ - Engineering Design Services Phase 5 &6 Wastewater Conveyance System and delivered or mailed to: Pam Stark, District Administrator Buckskin Sanitary District P.O. Box 5398 Parker, AZ 85344 Fax: (928) 667-1697 E-mail: pam.stark@bsdsewer.org Qualification Statements are due on or before 5:00 p.m., Thursday, March 16, 2017. A list of respondents will be available on Tuesday, March 21, 2017. It is the respondent's responsibility to ensure receipt of submittal by the deadline. Qualification Statements may be delivered or mailed to the above address. It is the responsibility of the firm to insure that the proposal is received at the proper location by the specified time. Late proposals will not be considered and will be returned unopened. Telephone or electronic offers will not be accepted. Proposals must be signed in ink by an authorized representative of the company to be considered valid. Unsigned offers will not be considered. The District reserves the right to reject any or all proposals and to waive informalities, irregularities and technicalities in the process. CONTACT PERSON Scope of work questions/clarifications should be directed in writing (mail, fax or email) to Wayne Posey, District Manager P.O. Box 5398, Parker, AZ 85344. Office: (928) 667-7197. Fax: (928) 667-1697. Email: wayne.posey@bsdsewer.org. Submittal questions shall be directed to Pam Stark, District Administrator at (928) 667-7197.
BACKGROUND The Buckskin Sanitary District (District) has been implementing a comprehensive plan to expand their collection and treatment system to serve the unsewered developed portions of the District s service area in general conformance with the District s Master Plan. The District currently provides sewer service to the areas designated as Phases 1, 2 and 3 which lie within the southernmost portion of the Southern Planning Area. The District is also in the process of extending sewer service to the north to serve the remainder of the Southern Planning Area known as the Phase 4 project. Construction began on the Phase 4 project in August, 2016. The District submitted an application for federal funding with the USDA-RD to aid in the financing of Phases 5 & 6 proposed improvements in April, 2014. In order to satisfy the requirements of RD, the District prepared and submitted a Preliminary Engineering Report (PER) and an Environmental Report (ER) for the proposed improvements. The PER identified alternatives for wastewater collection, conveyance and treatment for the Phase 5 & 6 project, and recommended a proposed alternative that is the least costly and environmentally sound. A copy of the Phase 5/6 PER may be downloaded by visiting the District s website at: www.bsdsewer.org PROJECT DESCRIPTION Phase 5&6 Wastewater Conveyance System The proposed backbone conveyance system consists of an 8-inch gravity collector sewer originating in Zone 1 along Parker Dam Road, and 6-inch force mains running south in the R.O.W. of SR95. Two (2) lift stations will convey wastewater from the northern portion of the planning area to the proposed North WWTP located on the east side of SR95 in the vicinity of the River Island State Park and Castle Rock Resort. Lift Station No. 1, which will be located in the Moonridge Marina development, will be sized to serve the existing communities in the northern region of the planning area (Zone1). This lift station will convey sewage to an existing gravity sewer system in Zone 2 that was installed by the District in 2010. The existing gravity sewer, which was designed to serve all residents in Zone 2 and the northern region of the planning area, will convey all wastes to Lift Station No. 2 which will be located at the south end of Verde West development on the east side of SR 95. A total of 3,819 linear feet of 6, 8, 12, and 16 inch gravity sewer, and 1,836 linear feet of a dual 6 and 8 inch force main was installed under this project. Lift Station No. 2 will convey all wastewater from Zones 1 and 2 to the proposed North WWTP for treatment and ultimate disposal. The southern zone of the service area (Zone 3) consists primarily of three RV Parks: River Island State Park (RISP), Castle Rock Resort (CRR), and Buckskin Mountain State Park (BMSP). A gravity sewer will be installed from the RISP to the south joining with a gravity sewer from the CRR to the north. The BMSP will be served by a lift station and discharge into the gravity sewer in the vicinity of the CRR. A proposed gravity sewer system serving each community or park within each of the three zones is described in detail in the PER. A summary of the proposed improvements for the backbone and community sewer systems is displayed below.
Summary of Conveyance and Collection Systems The proposed improvements of the conveyance system consist of the following key components: DESCRIPTION UNIT QUANTITY 6-inch Dia. Gravity Sewer LF 200 8-inch Dia. Gravity Sewer LF 6,123 4-inch Dia. Force Main LF 6,810 6-inch Dia. Force Main LF 8,865 4-foot Dia. Manholes EA 6 5-foot Dia. Manholes EA 21 Lift Station No. 1 at MR Marina EA 1 Lift Station No. 2 at Verde West EA 1 Lift Station at BMSP EA 1 AC Pavement Replacement (3-inch) SY 2,727 The proposed improvements to the community collection systems consist of the following key components: DESCRIPTION UNIT QUANTITY 6-inch Dia. Gravity Sewer LF 2,450 8-inch Dia. Gravity Sewer LF 27,229 4-foot Dia. Manholes EA 138 5-foor Dia. Manholes EA 2 4-inch Service Connections LF 5,530 1 1/4-inch Dia. Force Main LF 1,782 2-inch Dia. Force Main LF 1,449 Lift Station at Polynesian Shores EA 1 Grinder Station at Dam-Hid-Away/River Hogan EA 1 Grinder Stations at Ranchero Estates EA 3 AC Pavement Replacement (2-inch) SY 16,557 The above quantities are subject to change. Residential Building Connections The District has also amended the PER to apply for additional funding from the USDA-Rural Development (RD) to aid in the financing of the construction of the residential building connections. The proposed work will include the decommissioning of septic tanks and the installation of private building connections to the District s sewer system for the residences that currently use individual on-site septic systems within the planning area. This work will not be included in the design contract.
SCOPE OF SERVICES The engineering services provided will be consistent with the Standard Form Agreement of EJCDC E- 500-2014 Addition. The level of effort associated with each of these services will be addressed prior to submittal of a fee proposal. The scope of services outlined below is generally what is expected to be included in the design contract. BASIC SCOPE OF SERVICES Task 1 - Project Management The firm will oversee project progress meetings with District staff over the duration of the project to report and discuss work progress, schedule, and communicate project issues that may impact project schedule performance. Typical project meeting requirements include setting the meeting times and location, planning meeting agendas, presiding over meetings, and the preparation and distribution of draft and final meeting minutes. Task 2 - Utility Investigations The firm will be expected to make an additional effort in coordinating with local utilities during the design phase of the contract to identify and resolve any conflicts noted. The utility investigations will also include private owned utilities within the privately-owned communities. The design engineer will be responsible for performing their due diligence in preparing plans that reflect the most accurate representation of existing utilities, prior to construction. This task may involve hiring a third party to identify utilities that are normally located during the bluestaking process. Potholing will also be included under this task. Task 3 - Agency Coordination The firm will identify and analyze requirements of the Arizona Department of Environmental Quality (ADEQ) and USDA-RD pertaining to design requirements for the sewer project collection system and lift stations. The firm will accomplish the above through coordination activities and meetings with ADEQ, La Paz County personnel, and USDA-Rural Development engineering staff. The ADEQ Type 4.01 General Permit for construction of sewage collection systems per Arizona Administrative Code (AAC) R18-9-E301 should be included in this scope of services. Task 4 - Project Site Survey The District has established the project survey datum for the Phase 5 & 6 project area prior to executing the preliminary engineering report in the previous scope of work. All previous work will be made available to the selected consultant. It is anticipated that a field survey will be conducted in connection with the design. Task 5 - Detailed Design The design firm will prepare plan and profile design sheets for the proposed gravity sewer and force mains, and design of the proposed sewage lift stations. The firm will prepare and submit a Preliminary Design Report to the District for review and comment. The firm will incorporate District comments and prepare a Final Design Report for the project and make submittal of the final report to the District and the Arizona Department of Environmental Quality (ADEQ) as required by Arizona Administrative Code (AAC).
The design firm will perform constructability reviews at the 50% phase and prepare construction cost estimates at the 50%, 75%, and 100% design stages. Task 6 - Deliverables: 1. Design Report including Collection, Conveyance, Force mains, and Lift Stations (LS). 2. 50% Design Plans, Specifications, and Construction Cost Estimate. 3. 75% Design Plans, Specifications, and Construction Cost Estimate. 4. 100% Design Plans, Specifications, and Construction Cost Estimate. 5. Adequate copies of Final Construction Plans and Specifications for Bid-Phase. Task 7 - Bid Phase Services The firm will prepare the Bid Advertisement for review and comment by District staff and RD personnel, as necessary. The District will be responsible for the publishing of Bid Advertisement as directed by District and/or RD requirements. The firm will provide the District with an adequate supply of copies of Construction Bid Plans and Specifications for distribution from the District's office to perspective bidders and interested contractors. The firm will hold a pre-bid meeting, prepare pre-bid meeting minutes, and prepare addendum as deemed necessary during the Bid Phase based on comments received during the pie-bid meeting and subsequent plan holder comments. The firm will prepare a Bid Tabulation at bid opening. Also, a Bid Evaluation Report, with recommendations will be prepared, for the District. Task 8 Post Design Services The firm will provide Engineer of Record services to provide a certain degree of oversight and assistance during the construction phase of the project. OTHER SERVICES If requested by the District, the Design firm will be expected to perform the following services: La Paz County Subdivision Plat Map Research Meet with personnel at the La Paz County Recorder's Office for the purpose of gathering the projectspecific subdivision plat maps that relate to necessary property easements for the sewer system alignments and subdivision plat maps that relate to the proposed sewage lift stations within the project area. The subdivision plat maps will then be used to establish sectional control points for the property easements and sewage lift stations within the project area that are consistent with the project survey datum. Easements and Acquisitions The firm will be responsible for securing all necessary easements (temporary and permanent), including Private Easements, La Paz County Right of Way (ROW) permit, ADOT ROW permit, BLM ROW permit and Arizona State Parks entry permit acquisitions to allow for an unencumbered construction project. In addition, the design firm will be required to develop property easement exhibits in electronic format in support of the detailed design.
The firm will be expected to meet with personnel at the La Paz County Recorder s Office for the purpose of gathering the project-specific subdivision plat maps that relate to necessary property easements for the sewer system alignments and subdivision plat maps that relate to the proposed sewage lift stations within the project area. The subdivision plat maps will then be used to establish sectional control points for the property easements and sewage lift stations within the project area that are consistent with the project survey datum. SUBMITTAL OF QUALIFICATIONS GENERAL The District is seeking qualifications in accordance with the specifications contained in this document. The specifications contained herein describe the minimum requirements of the District and any omission shall not relieve the engineer of furnishing quality service in a timely manner. Any variances to this RFQ must be clearly identified. SHORT LIST It is anticipated that the District will create a "short-list" of the proposals to a manageable number. These "short-listed" firms may be asked to make a presentation to the selection committee and be prepared to answer questions the selection committee may have about their company and qualifications. CONTENTS All contents of all qualifications will become the property of the District once reviewed whether awarded or rejected. The Statement of Qualifications shall be limited to a total of twenty (20) pages (including the cover letter), but excluding resumes. CONTRACT Consultants selected to do business with the District will be required to execute a professional service agreement acceptable to the District and meet all insurance requirements. In the event that the consultant selected does not (or cannot) execute a contract within 30 days of notice of selection, the District may give notice to such firm of intent to award the contract to the next most qualified consultant, to call for additional qualifications, or to otherwise withdraw the offer. The agreement between Owner and Engineer for Professional Services shall be prepared using the Standard Form Agreement prepared by EJCDC No. E-500, 2014 Edition. PROCEDURE FOR SUBMITTAL RFQ response must be signed by an authorized agent in order to be considered valid. Unsigned submittals will not be considered. ECONOMY OF PREPARATION Qualification Statements should be prepared simply and economically, providing a straightforward and complete description of services and qualifications to meet District s requirements as outlined in this document. Emphasis should be on completeness and clarity of content. INCURRING COSTS The District is not liable for any costs incurred by consultant prior to issuance of a contract.
WITHDRAWAL OF QUALIFICATIONS Qualifications may be withdrawn upon written request received from consultant prior to the time fixed for receipt. ACCEPTANCE OF QUALIFICATIONS CONTENT Qualifications are to be valid for a minimum period of sixty (60) days from date of receipt by the District. The contents of any qualification received shall become contractual obligations upon the execution of a contract by authorized representatives of both the District and the consultant. Failure of the successful consultant to accept these obligations may result in cancellation of the award. The District reserves the right to reject any or all qualifications and to waive informalities, irregularities, and technicalities in the process. The District may negotiate separately with any source in any manner necessary to arrive at a contract agreement that is in the best interest of the District. CANCELLATION Either party may cancel this contract if written notice of intent is given thirty (30) days prior to the cancellation date. If a submitter fails to state a time in which their offer must be accepted it is understood and agreed that the District will have sixty (60) days in which to enter into a contract. The District may wish to make reasonable investigations (as deemed proper at its sole discretion) to determine the ability of the consultant to perform the work outlined. The consultant shall agree to furnish the District all information and data for this purpose as requested. The District specifically reserves the right to reject any qualifications if the evidence submitted by, or the investigation of the consultant fails to satisfy the District that the consultant is qualified to perform any or all requirements. REQUIREMENTS FOR STATEMENTS OF QUALIFICATIONS 1. A letter of interest signed by a principal of your firm with a statement as to the availability of the firm to conduct the work within the stated time period, the firm's current workload, assurance of firm's insurance coverage, and a statement of the firm's financial stability. This letter should include a brief history of the firm. 2. Provide resumes of key personnel to be assigned to this project. Include only staff that will have a direct role in the project(s). The District reserves the right to cancel any contract resulting from a successful qualification selection should staffing changes be necessary and appropriate replacement staff not be forthcoming. If partnering with another firm(s) is proposed, please identify project team members and roles for all participants. 3. In this section the consultant will provide a narrative statement of qualifications and experience with respect to the types of projects directly related to design services for wastewater conveyance systems. 4. The consultant will provide at least five references. All of the references will relate to specific design related projects the consultant has conducted for wastewater conveyance projects. The references should contain the name of the organization for which the services were provided, a brief description of those services, dollar amount of the contract, and a name and address of a contact person.
5. Projects used as references should be SIMILAR and completed within the last 5-10 years involving the staff targeted for work on the District s Phase 5 & 6 Wastewater Conveyance System project. Experience related to systems of similar size and geography is preferred. SELECTION PROCESS Representatives of the District will read, review and evaluate the submittals independently based on the evaluation criteria. A point formula system will be used to evaluate the submittals. A short list will be developed based on the score of the initial evaluations. The short list will consist of no fewer than three, but no more than five firms unless fewer than three firms respond. The short list of firms will be asked to interview with the Selection Committee. Upon completion of the selection process and the identification of the best qualified team, the District shall enter into negotiations with the selected team and execute a contract following completion of negotiation of fees and any contract terms for consideration. If the District is unable to successfully negotiate a contract with the best qualified team, they may then negotiate with the second or third most qualified until a contract is reached or may terminate the selection process. The following factors will be used in the initial evaluation process: 1. Qualifications, Understanding, and Experience of the firm. (25 points possible) 2. Related Project Experience and Familiarity with the Project (20 points possible) 3. Project Team Experience and Personnel Assigned to the Project (25 points possible) 4. Firm s Location, Size and Financial Stability (15 points possible) 5. Firm s Present and Projected Workloads; and Capability of meeting time and project budget requirements (15 points possible) After completion of the initial evaluation process, the District will select candidates for further interviews as set forth above. PRELIMINARY PROJECT SCHEDULE The District anticipates notification to short listed firms during the week of April 10, 2017. Those firms may be asked to provide supplemental information for review. Follow-up interviews will be requested by the District. The terms and scope of the contract will be negotiated between the District and the selected consultant. If the District and consultant fail to reach an agreement, the District will commence negotiations with the next most qualified consultant. The District anticipates negotiating a professional services agreement in June, 2017. The selected engineering firm shall complete the design in fifteen (15) months from the notice to proceed.
This request for qualifications will neither commit the District to commence any project, nor in any way limit the discretion of the District in selecting a firm or in making any future modifications to the scope of work under this proposal, before or during the life of the project, should it be undertaken. NOTIFICATION OF INTENT TO SUBMIT SOQ Please send an e-mail to pam.stark@bsdsewer.org if you are planning to submit a proposal for this RFQ for design engineering services so that the District can notify you of any addendums issued.