REQUEST FOR PROPOSAL (RFP) FOR SOAP MINE ROAD GROUNDWATER CLEAN-UP DESIGN BUILD PROJECT RFP RELEASE DATE January 17, 2014 PROPOSALS DUE February 12, 2014 @ 12 p.m. DIRECT QUESTIONS TO Kody Tompkins Chief Wastewater Plant Operator City of Barstow E-mail: ktompkins@barstowca.org Phone: (760) 577-4585 220 East Mountain View Street, Suite A Barstow, CA 92311-2839 Office: (760) 255-5102 Facsimile: (760) 256-1253 http://www.barstowca.org
Soap Mine Road Groundwater Clean-Up Design Build Project RFP RFP Responses Due: February 12, 2014 @ 12 p.m. Page 1 of 7 I. BACKGROUND Summary The City of Barstow (City) is seeking a qualified design build firm to design and construct an approximate 1,000 gallon per minute (GPM) groundwater capture and treatment system (Project) that will meet the objectives of the Revised Cleanup and Abatement Order No. R6v- 2013-0045A1 issued by the California Regional Water Quality Control Board (CRWQCB). The Project must capture and treat extracted groundwater with Nitrate-N concentration levels of approximately 25 mg/l. The area impacted is the Soap Mine Road neighborhood located in unincorporated San Bernardino County just north of the City s Wastewater Treatment Plant (WWTP). Desired project outcomes include the following components: Provide long-term minimization of migration of nitrate impacted groundwater to the Soap Mine Road neighborhood Improve water quality within the Soap Mine Road neighborhood by capturing groundwater containing Nitrate-N concentrations of 6.5 mg/l or greater Reduce nitrate concentrations in the extracted water to 6.5 mg/l or less Function with minimum maintenance Minimize water loss by returning treated water to a shallow aquifer Furthermore, the Project must be operational by November 10, 2014. About the City of Barstow Rich in California history and located in the northern Inland Empire region of San Bernardino County, the City of Barstow spans 40 square miles and is centrally located midway between Los Angeles and Las Vegas. The community was founded in 1886 and incorporated as a City in 1947. Today, Barstow is home to around 23,000 residents and blends the best elements of small town charm with convenient access to big city amenities. As the place where Interstates 15 and 40 intersects with Highways 58 and 247, Barstow truly sits at the crossroads of opportunity, where the best is yet to come. The Barstow City Organization Barstow is a general-law city operating under the Council-Manager form of government. The City Manager is appointed by the City Council to serve as the organization s Chief Executive Officer and leads a full-time staff of around 170 employees and a part-time staff of 54 employees while administering a total Fiscal Year 2013/14 Budget of around $70 million. As the only full-service city in the Inland Empire s High Desert Region, Barstow coordinates its organization in six departments, including the City Manager s Office, Police Department, Fire Department, Community Development Department, Community Services Department, and the Finance Department. The City organization has recently engaged in an exciting initiative to reinvent itself into a dynamic, innovative, fast-paced, and strategic operation. Employees are being empowered to take calculated risks and there is a growing expectation and commitment to the continuous improvement of all aspects of the municipal operation.
Soap Mine Road Groundwater Clean-Up Design Build Project RFP RFP Responses Due: February 12, 2014 @ 12 p.m. Page 2 of 7 II. PROJECT OVERVIEW The design build firm selected by the City will be responsible for completing the engineering design and construction of the Project in accordance with the Revised Cleanup and Abatement Order No. R6v-2013-0045A1 issued by the California Regional Water Quality Control Board (CRWQCB). Per that order, the Project must be operational by November 10, 2014. The City is requesting the project be delivered using a progressive design-build approach. The starting point of the design will be the conceptual design prepared previously as part of a comprehensive remedial design report outlining the Project in greater detail. The remedial design report currently calls for design and construction of the following components: A groundwater extraction system consisting of seven (7) groundwater extraction wells capable of cumulatively extracting up to 1,000 GPM of water A fluid conveyance system capable of transferring up to 1,000 GPM from the Soap Mine Road neighborhood to the City of Barstow s WWTP CA fluidized bed reactor (FBR) groundwater treatment system capable of accepting water containing Nitrate-N concentrations of approximately 25 mg/l and discharging treated water containing no more than 6.5 mg/l of Nitrate-N A supervisory control and data acquisition (SCADA) system capable of communicating with the groundwater extraction, treatment, and discharge system A treated water discharge system from the FBR system to the WWTP It is important for all firms interested in responding to note that the project as described in the remedial design report can be modified to include different processes and / or components, so long as the eventual project designed and constructed can meet the groundwater clean-up requirement of reducing Nitrate-N levels to no more than 6.5 mg/l. A copy of the remedial design report is included as Attachment 1 to this report. Electronic copies can be obtained by contacting: Kody Tompkins Chief Wastewater Treatment Plant Operator City of Barstow 220 East Mountain View Street, Suite A Barstow, CA 92311-2888 E-mail: ktompkins@barstowca.org Phone: (760) 577-4585
Soap Mine Road Groundwater Clean-Up Design Build Project RFP RFP Responses Due: February 12, 2014 @ 12 p.m. Page 3 of 7 III. REQUESTED TASKS AND SERVICES The selected design build firm will be required to develop progressively detailed designs and cost estimates including: One at approximately 60% design development, and One at approximately 90% design development culminating in full documentation of the Guaranteed Maximum Price (GMP). All construction cost estimates are to be performed on an open-book basis, providing full disclosure of the actual estimated cost of subcontractor services, materials, equipment, labor rates, production rates, and at-risk premiums. All construction costs will be evaluated by the City for reasonableness and compared to prevailing costs for similar services in the project area. It is expected that differences between the selected firm s construction costs and those determined by the City to be normal and acceptable can be mutually adjudicated as the estimate is progressively refined. It is the City s intent to work within the established GMP with the design builder that is based on an open book estimate. If an agreement on construction cost cannot be reached, the City reserves the right to forego utilizing the design builder s construction capabilities and opt to have the design builder complete the design only. In this case, construction services will likely be obtained through a competitive bid process. To help ensure that the established GMP can be defined at around the 60% level of schematic design completion, the City requires the design builder to deliver an initial estimate within 14 days of the initiation of the design-build contract. This estimate is to be based on the remedial design report documents. The completion of the first estimate will form the project scope baseline. The design builder is to track all subsequent changes in estimated construction cost against this baseline. The design builder is required to complete one additional fully complete and updated estimate prior to delivering the approximately 60% schematic design level. The final estimate will form the basis of the design builder s GMP proposal and will serve as the basis for mutual agreement with City on the GMP. In conjunction with estimate development, the design builder must document project risks and estimated cost for managing or mitigating such risks in a fully open book, transparent manner. It is the City s intent to review identified risks and mitigation strategies with the design builder and to mutually agree on the best manner to manage and reduce risk. It is the City s objective to place risk and risk mitigation resources such as contingency funds with the party best able to effectively manage and reduce the cost of the given risk. It is also important to note that proposals will be evaluated in part on the design builder s understanding of key issues, challenges, and technologies that may determine the success of the Project. The design builder may present information in the Proposal related to concepts that significantly enhance the operation, maintenance, functionality and / or life cycle of related components of the City s existing or future infrastructure.
Soap Mine Road Groundwater Clean-Up Design Build Project RFP RFP Responses Due: February 12, 2014 @ 12 p.m. Page 4 of 7 IV. CONTENT OF PROPOSALS Proposals submitted in response to this RFP should include the following components: 1. Executive Summary 2. Firm Information a. Official firm name and address b. Name, address, telephone number, and email address of the firm s primary point of contact 3. Firm Qualifications a. Type of organization, size, professional registration and affiliations b. Resume of the principal individual(s) from the firm who will be assisting the City with this initiative c. Outline of recent projects completed that are directly related to this project. Consultant is required to demonstrate specific expertise relating to the requirements of the Scope of Work d. Qualifications of all consultants, subcontractors, or joint venture firm e. Client references from recent related projects (within the past five years), including name, address and phone number of individual(s) to contact for referral 4. Understanding of and Approach to the Project a. Summary of approach to be taken b. Description of the organization and staffing to be used for the project c. Other information that may be appropriate
Soap Mine Road Groundwater Clean-Up Design Build Project RFP RFP Responses Due: February 12, 2014 @ 12 p.m. Page 5 of 7 V. RFP RESPONSE SUBMITTAL INSTRUCTIONS The deadline for receiving proposals is 12 p.m. on Wednesday, February 12, 2014. Respondents are required to submit the following: 1. One (1) hard-copy proposal in response to the RFP 2. A copy of the proposal must be submitted in an electronic format (.pdf preferred) via email to ktompkins@barstowca.org. Please note the file must be smaller than 10 MB. All responses, questions, or requests for information should be directed to: Kody Tompkins Chief Wastewater Treatment Plant Operator City of Barstow 220 East Mountain View Street, Suite A Barstow, CA 92311-2888 E-mail: ktompkins@barstowca.org Phone: (760) 577-4585 VI. PROFESSIONAL SERVICES AGREEMENT FORM A sample of the City s standard Professional Services Agreement (Agreement) is provided for reference as Attachment 2. If a proposer desires to take exception to any portions of the Agreement, those proposed changes must be clearly identified and submitted along as part of the RFP response package. The exceptions noted by the proposer will be taken into account in evaluating the proposals. VII. ATTACHMENTS The attachments listed below are included with this RFP for review and use: Attachment 1 Remedial Design Report Attachment 2 Sample Agreement
Soap Mine Road Groundwater Clean-Up Design Build Project RFP RFP Responses Due: February 12, 2014 @ 12 p.m. Page 6 of 7 VIII. REVIEW AND SELECTION PROCESS Once all proposals have been received, the firm selection process utilized will be as follows: 1. Each submitted proposal will be evaluated and scored by a City selection committee utilizing the following criteria: Delivery (25% of Total Score) Proposed Project Manager 15% Proposed consultants / subcontractors 10% Qualifications (50% of Total Score) Experience of key team members on similar projects: 50% Technical Approach (25% of Total Score) Project understanding 20% Risk identification 5% 2. Upon completion of the scoring and ranking of the RFP submittals, the City may make a selection based on evaluation of the preceding categories. Alternately the District may, at its sole discretion, select and interview up to three (3) of the top ranked firms to provide further clarification of their capabilities, experience, and approach. The City may prepare and submit a list of questions to each of the shortlisted firms prior to their interview, or may instead provide the questions by asking them during the interview. The City may allot up to 60-minutes for the interview. Key project personnel will be expected to take the lead in presenting and answering questions regarding the Project. Upon completion of the presentations, the City selection committee will score each firm according to the following criteria: Interview (10% of Total Score) Confirmation of PM/team qualifications 5% Response to City Questions 5% 3. If interviews are held, the scores for the interview will be combined with the scores from the evaluation of the written submittals to determine the overall score and corresponding ranking of the short-listed firms. 4. The District will enter into negotiations with the highest ranked firm to develop a final and mutually agreed-upon scope of services for the price of the services to be performed. If the District cannot reach an agreement with the highest ranked firm, the District may initiate negotiations with the next highest ranked firm. 5. Upon reaching agreement on the scope and total not-to-exceed price for the project, the City will report to the City Council and make a recommendation to enter into an agreement based on the outcome of the negotiations.
Soap Mine Road Groundwater Clean-Up Design Build Project RFP RFP Responses Due: February 12, 2014 @ 12 p.m. Page 7 of 7 IX. RFP TERMS AND CONDITIONS The following terms and conditions apply to this RFP: 1. All responses shall become the property of the City. 2. Due care and diligence has been exercised in the preparation of this RFP and all information contained herein is believed to be substantially correct. However, the responsibility for determining the full extent of the services rests solely with those making responses. Neither the City nor its representatives shall be responsible for any error or omission in this response, nor for the failure on the part of the respondents to determine the full extent of their exposures. 3. The City reserves the right to select consultants from the responses received; to waive any or all informalities and / or irregularities; to re-advertise with either an identical or revised scope, or to cancel any requirement in its entirety; or to reject any or all proposals received. The City also reserves the right to approve any subcontractors used by submitting firms. 4. A response to this RFP does not constitute a formal bid, therefore, the City retains the right to contact any / all proposing firms after submittal in order to obtain supplemental information and / or clarification in either oral or written form. Furthermore, an explicit provision of this RFP is that any oral communication made is not binding on the City s proposal process. 5. The City will not be liable for, nor pay for any costs incurred by responding firms relating to the preparation of any proposal for this RFP. 6. During the development of responses to this RFP, any and all questions should be directed to: Kody Tompkins Chief Wastewater Treatment Plant Operator City of Barstow 220 East Mountain View Street, Suite A Barstow, CA 92311-2888 E-mail: ktompkins@barstowca.org Phone: (760) 577-4585 7. The City will not disclose any RFP response contents to any competing firms / teams, and all proposals shall be kept confidential during the selection process. Furthermore, all proposals will be open for public inspection once the contract is awarded. 8. All firms that submit a response to the RFP certify the following: END OF RFP
ATTACHMENT 1 Remedial Design Report
ATTACHMENT 2 Standard City Professional Services Agreement Template