Scott A. Smith Finance Director sasmith@somersworth.com (603) 692-9504 One Government Way Somersworth, New Hampshire 03878 (603) 692-4262 www.somersworth.com City of Somersworth, New Hampshire OFFICE OF THE FINANCE DIRECTOR REQUEST FOR PROPOSAL Somersworth Wastewater Treatment Facility Capacity Evaluation The City of Somersworth is requesting proposals to evaluate the impact of future property developments on the city s 2.4 MGD Wastewater Treatment Facility. The evaluation shall include an analysis of potential operations & maintenance costs as well as assessing loading capacity. All Proposals must be submitted with the attached bid certificate, in a sealed envelope, plainly marked: Somersworth City Hall Attn: Scott A. Smith, Director of Finance One Government Way Somersworth, NH 03878 All proposals must be received by April 30, 2015, at 2:30 p.m. EST at which time they will be publicly opened and read aloud at the Somersworth City Hall. *IMPORTANT: If you are not interested in submitting a quotation on this particular bid request, but wish to remain on our active bid list, please sign and return the attached form with a NO BID indication. Failure to respond in this manner will result in deletion from our bid list. Vendors wishing to respond to a bid request with alternates to specifications must notify the Finance Office no less than five (5) days prior to the bid request opening date. If the proposed changes are acceptable, the City will advise other potential respondents, thereby maintaining equality in the bid process. Failure to advise the City could result either in rejection of the alternate proposal or in an untimely extension of the sealed bid process. Vendors may be asked, as part of the bid evaluation process, to supply company financial information. This data will be held in the strictest confidence and be utilized only to help assess the stability of a responding firm. The records will be returned to you after identifying the successful respondent to the bid request.
Request Type Proposal Page 2 of 11 I. BACKGROUND The City of Somersworth s Wastewater Treatment Facility is located at 99 Buffumsville Road, Somersworth, NH. The facility is a 2.4 MGD Modified University of Cape Town (MUCT) Biological Nutrient Removal (BNR) plant. It has a peak flow of 5.94 MGD and is designed to meet a total phosphorus limit of 0.5 mg/l, BOD and TSS limit of 10 mg/l and Total Ammonia Nitrogen of 7 mg/l. Existing Wastewater Treatment Facility The wastewater treatment facility consists of the following major components: Fine influent screens (2) Grit washer Septage treatment system Septage Holding Tanks Grit Collection Chambers Two treatment trains for BNR system with: o Anaerobic, Anoxic and Aeration (fine bubble diffused air) zones with valving for alternate treatment configurations Two secondary clarifiers Tertiary Treatment - Cloth Media Disk Filtration System Three sludge holding tanks One centrifuge Chlorine contact tank (2) Dechlorination chamber Currently the wastewater treatment facility is operating with the following liquid process tanks on-line. Two (2) Fine influent screens Grit washer Septage treatment system Septage Holding Tanks Grit Collection Chambers One (1) treatment train for BNR system. As of 2014 the treatment facility is operating at 63% of the design flow and 96% of the average BOD loading while operating only one side of the biological treatment train. Influent flow is as follows: 75% domestic and 25% industrial. Filename Waste Water Treatment Facility Capacity Evaluation Page 2 of 11
Request Type Proposal Page 3 of 11 Potential development includes: Sunningdale Development project consisting of (177) three bedroom homes totaling approximately 49,560 gallons per day of wastewater. Tara Fields project consisting of (66) one bedroom apartments, (78) two bedroom apartments and a club house with a capacity of (75) persons totaling approximately 21,330 gallons per day of wastewater. Prospective consultants should read and understand specifications and scope of services listed below. Any questions on the specifications must be submitted in writing to Scott A. Smith, Director of Finance at sasmith@somersworth.com. The City will not accept or respond to any questions received after April 23, 2015. Prospective consultants that would like to tour the wastewater treatment facility may arrange an appointment to do so by contacting Jaime Wood, Chief Operator, at 603-692-2418. II. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS A. General Requirements 1. Sealed proposals will be received until 2:30 p.m. on April 30, 2015. 2. All inquiries for information should be directed to: Scott A. Smith, Director of Finance at (603) 692-9504 3. The proposal should be mailed or delivered directly to: City of Somersworth Attn: Scott A. Smith One Government Way Somersworth, NH 03878 4. Proposals should be submitted in two separate, sealed envelopes. One envelope should include Technical Proposal material and the other envelope should include Cost Proposal material. The Technical Proposal will be comprised of the Consultant s experience and qualifications of its personnel in performing this type of analysis. There should be no dollar units or total costs included in the Technical Proposal. The Cost Proposal will consist of the Consultant s cost proposal. Filename Waste Water Treatment Facility Capacity Evaluation Page 3 of 11
Request Type Proposal Page 4 of 11 5. Four (4) copies of each of the Technical and Cost proposals should be submitted. 6. The City reserves the right to reject any or all proposals if there is good cause; to cancel the solicitation, waive technicalities; request clarification or additional information and be the sole judge of suitability of the services for its intended use and further specifically reserves the right to make the award and negotiate the final contract in the best interest of the City considering cost effectiveness. Failure to respond to any requirements outlined in the RFP, or failure to enclose copies of the required documents, may disqualify the bid. The City reserves the right to retain all submitted proposals. 7. In order to standardize the review process, the Consultant s Technical and Cost proposals must be presented in the following format and include the designated information. Consultants are cautioned that any deviation from this format may result in the disqualification of their submission. B. Technical Proposal 1. Title Page a. Project title b. Name of consultant firm c. Address and telephone number of consultant firm d. Name of contact person e. of submission 2. A Letter of Transmittal (limit to one or two pages) a. Briefly state the consultant s understanding of the work to be done. b. This letter should be signed by the individual authorized to negotiate for and contractually bind the firm. 3. Table of Contents a. Include a clear identification of the material by section and by page number. Such sections will be those identified below. Filename Waste Water Treatment Facility Capacity Evaluation Page 4 of 11
Request Type Proposal Page 5 of 11 4. Professional Experience and Qualifications a. Indicate the location of the office and the number of people, by level that will handle the study. b. Indicate whether or not the firm is licensed to practice in the State of New Hampshire. c. Provide a list of the office s most significant engagements (maximum of 5) performed in the last two years that are similar to the engagement described in the RFP. For each engagement listed, provide names, addresses, and telephone numbers of personnel of current and prior governmental audit clients who may be contacted by the City for reference. d. Indicate the experience of the local office in providing additional services to the government clients by listing the name of each government, the type(s) of services performed, and the number of years of engagement. e. Identify proposed sub-contractors, if any, and the portion(s) of the engagement for which they will be used. f. Provide a resume for each individual who may be assigned to this project which describes his/her professional qualifications, licenses, and experience. Additional information should include any specialized skills, training. This may include participation in State or national professional organizations, speaker or instructor roles in conferences or seminars, or authorship of articles or books. 5. Other Information a. Describe liability insurance coverage arrangements to assure that it is sufficient to cover claims. b. Describe any regulatory action taken by any oversight body against the proposing firm or local office, if any. c. Provide any other information you believe relevant to the decision of selection of the best consultant for the City. Filename Waste Water Treatment Facility Capacity Evaluation Page 5 of 11
Request Type Proposal Page 6 of 11 C. Cost Proposal The Cost Proposal should address the requested information below. 1. Identify a tentative schedule for completing the study. 2. Provide a not to exceed amount to complete the study. Include a listing of hourly rates utilized for work outside the study. 3. Include a signed Bid Certificate, included in this RFP package. 4. Identify and describe any other important cost-based information. Proposals must be submitted in a sealed envelope, and delivered as instructed not later than 2:30PM on April 30, 2015 at which time they will be publicly opened and read aloud. Proposals must be addressed as follows: Somersworth City Hall Attn: Scott A. Smith, Director of Finance One Government Way Somersworth, NH 03878 Any proposals submitted late will not be accepted. Proposals that are faxed, e-mailed, or otherwise not submitted in a sealed envelope will not be accepted. Proposals may be withdrawn by consultants by submitting a request, in writing, to withdraw their bid at any time before the scheduled bid opening. Proposals cannot be withdrawn once opened. III. Selection Process The evaluation process will include each technical proposal being reviewed by City staff designated by the City Manager. Based on this review, approximately 2-3 finalists may be selected to interview with the City representatives deemed necessary. After conducting the interviews, the City staff will review the cost proposals submitted by the finalists. The final recommendation will be submitted for approval. Proposals will be evaluated against specifications as presented in this document. No award will be made to any consultant who doesn t satisfy the City that they have sufficient ability and experience in this class of work to enable them to prosecute and complete delivery of the Filename Waste Water Treatment Facility Capacity Evaluation Page 6 of 11
Request Type Proposal Page 7 of 11 services successfully. The City s decision or judgment on these matters shall be final, conclusive and binding. Conditional proposals will not be accepted. IV. SCOPE OF SERVICES 1. Evaluate the future capacity of the wastewater treatment facility. 2. Identify and estimate any capital costs required to bring the second BNR on-line. 3. Identify and estimate the increase in operating expenses with turning on the second BNR. 4. WWTF modeling to predict performance utilizing both treatment trains under current operating conditions. 5. WWTF capacity evaluation to determine if the WWTF can be rerated to handle additional BOD loadings on an average basis and increase the design BOD loadings. 6. Evaluate the Sewer User Rate system to determine the additional cost to treat the high organic load coming in from the industrial users to confirm an equitable sharing of costs. 7. Provide four (4) hard copies and one electronic copy of the report detailing the results of the evaluations listed above, any recommendations, and any other pertinent information related to the study. V. INSURANCE The successful vendor will be required to submit a certificate of insurance with endorsement, naming the City of Somersworth as additional insured, showing the following limits: a. Workmen's Compensation Insurance b. Commercial General Liability Limits of Liability Bodily Injury: $2,000,000 per occurrence $2,000,000 aggregate Property Damage: $500,000 per occurrence $500,000 aggregate c. Combined Single Limit, Bodily Injury and Property Damage $1,500,000 per occurrence - $1,500,000 aggregate The Contractor shall comply with all Federal, State and local laws and ordinances relating to Social Security, Unemployment Insurance, Pensions, etc. Filename Waste Water Treatment Facility Capacity Evaluation Page 7 of 11
Request Type Proposal Page 8 of 11 BID CERTIFICATE The undersigned represents that they are authorized to bind the bidder to the bid amount specified and hereby offers to provide to the City of Somersworth the commodities and services as contained in the attached competitive sealed bid specifications at the price stated in complete accordance with all conditions of the bid specifications. Furthermore, The undersigned certifies that this bid is in all respects bona fide, fair, and made without collusion or fraud with any other person. As used in this section the word person means any natural person, joint venture, partnership, corporation or other business or legal entity Signature/Title Company Business Address City/Town State Zip Phone Number Check here if appropriate : ( X) NO BID Any deviations from the above stated specifications must be so noted and any bid prices must be reflective o/these deviations Filename Waste Water Treatment Facility Capacity Evaluation Page 8 of 11
Request Type Proposal Page 9 of 11 GENERAL TERMS AND CONDITIONS Preparation of Proposals Proposals shall be submitted on the forms provided and must be signed by the bidder or the bidder s authorized representative. The person signing the bid shall initial any corrections to entries made on the proposal form. Unless otherwise stated in the Request for Bid/Proposal, the bidder agrees that the bid shall be open for acceptance for sixty (60) calendar days from the date of submittal to the City of Somersworth. Acceptance or Rejection of Proposals The City of Somersworth reserves the right to reject any or all proposals, to waive technical or legal deficiencies, and to accept any bid that is determined to be in the best interest of the City. The City of Somersworth also reserves the right to reject the bid of a bidder that has failed to perform properly or complete on time contracts of a similar nature. Delivery of Proposals Proposals must be submitted in a sealed envelope, and shall be addressed to the City at the address and to the attention of the official as outlined in the bid documents. All proposals must be submitted prior to the specified date and time. Any proposals received after the specified date and time will not be considered and will not be opened. Proposals delivered via facsimile, e-mail, or any format other that within a sealed envelope shall not be considered. Withdrawal of Proposals A bidder will be permitted to withdraw their bid unopened after it has been deposited if such request is received in writing prior to the time specified for opening the bid. Public Opening of Proposals Proposals will be publicly opened and read aloud at the time and place as indicated in the bid documents. Any bidder, authorized agent, or other interested party may be present. Proposal Ownership and Costs Upon submission, proposals become the property of the City of Somersworth. The cost of preparing and submitting a bid is the sole responsibility of the bidder and shall not be chargeable Filename Waste Water Treatment Facility Capacity Evaluation Page 9 of 11
Request Type Proposal Page 10 of 11 in any manner to the City. The City will not reimburse any bidder for any costs associated with the preparation and submission of a bid. Examination of Proposed Materials The submission of a bid shall be deemed a representation and warranty by the bidder that it has investigated all aspects of the RFP, that it is aware of the applicable facts pertaining to the RFP process and its procedures and requirements, and that it has read and understands the RFP. No requests for modification in the provisions of the bid shall be considered after its submission on the grounds that the bidder was not fully informed as to any fact or condition. Statistical information, which is contained within a RFP or any addendum thereto, is for informational purposes only. The City disclaims any responsibility for this information that may subsequently be determined to be incomplete or inaccurate Quantities Quantities of materials, whether to be used on projects, or purchased directly by the City, are provided for informational purposes only unless otherwise specifically stated. The City disclaims any responsibility for this information that may subsequently be determined to be incomplete or inaccurate. Consultants are responsible to verify the accuracy of these estimates. Buy Local The City of Somersworth reserves the right to award any bid to local vendors, as determined by the City, even in the event they may not be the lowest qualified vendor, if it is determined to be in the best interest of the City. The City will consider such factors as overall cost, prior service, and any other pertinent information available when making such decisions. Insurance Requirements The successful bidder shall procure and maintain insurance, in the amounts and coverage detailed by the proposal documents at the bidder s sole expense. The successful bidder shall be required to present to the City of Somersworth a certificate of insurance in the amounts required naming the City of Somersworth as an additional insured. Results After the proposals are opened and read, the bid results will be available for the public. Consultants that desire a comprehensive list of the bid results may do so by attending the bid opening, or requesting such, in writing, to the Director of Finance and Administration. The award of a bid shall not be considered official until such time that a Purchase Order, fully executed contract, or an award letter has been issued by the City of Somersworth. No presumption of award shall be made by any bidder until such documents have been executed and Filename Waste Water Treatment Facility Capacity Evaluation Page 10 of 11
Request Type Proposal Page 11 of 11 are in hand. Verbal notification of award is not considered official. Any action by the bidder to assume otherwise is done so at their own risk and the City will not be held liable for any expense incurred by a bidder that has not received an official award. Filename Waste Water Treatment Facility Capacity Evaluation Page 11 of 11