2012 REQUEST FOR PROPOSALDevelopment of a Local Limits Study Terry Hagen, Director of Public Works City of El Centro 307 West Brighton Avenue El Centro, CA 92243 (760) 337-4505
Request for Proposals Development of a Local Limits Study The City of El Centro is requesting proposals from qualified firms to develop a Local Limit Study to be included in the City s Industrial Pretreatment Program (IPP) and the submission package for the Regional Water Quality Control Board-Colorado River Basin (RWQCB-CRB). MINIMUM PROPOSAL REQUIREMENTS The minimum information required in the Proposal includes: General statement of the understanding of the scope. An approach to the work. The firm s experience in providing requested services for projects of similar size and scope. The experience of the proposed project manager and key individuals who will be involved in the construction management and inspection. A proposed task list and level of effort for each task. Statement of current time commitment. Approach to managing and completing the project. Approach to communicating with the client, design consultant and contractor. Submittals shall be 10 pages or less of 12 point font. Three (3) copies and one (1) CD of the submittal shall be delivered to the City of El Centro, 307 W. Brighton, El Centro, CA 92243, Attn: Terry Hagen. Questions concerning this solicitation should be directed electronically to Randy Hines, Wastewater Treatment Plant Supervisor, at rhines@ecpw.org PROPOSALS DUE: Wednesday, January 18, 2012 by 4:00 PM BACKGROUND To protect its operations and to ensure that its discharges comply with State and Federal requirements, the City of El Centro must develop technically-based local limits based on site specific conditions. The Consultant will assist the City in developing local limits considering the following: The El Centro Water Pollution Facility (POTW) efficiency in treating wastes; The POTW history of compliance with its NPDES permit limits; The POTW discharge to the waster body that receives its treated effluent (tributary to Alamo River); Water quality standards that are applicable to the water body receiving its effluent; Prevention of Pass Through and Interference; Disposal of sewage sludge; 2 P age
Worker health and safety concerns. The City began taking steps to implement the IPP in 2008 and now has a Pretreatment Coordinator overseeing the beginning of the Program; however the Regional Board has indicated that they would like the City to implement a complete IPP by no later than September 30, 2012. SCOPE OF SERVICES The Consultant will conduct the following steps which conform to EPA requirements for the development of Local Limits: Determine Pollutants of Concern Identify the pollutants that should be evaluated, to determine the need for local limits to control them. Collect and Analyze Data After identifying the POCs that warrant a closer look, a Sampling Plan will be developed by Consultant and the City will undertake the collection of the necessary data, including additional sampling and analysis of selected wastewater streams and sludge to gauge the potential impacts of these POCs. Calculate AHL and MAHL for each POC After collecting and evaluating the necessary data, Consultant will calculate AHLs for each POC based on treatment efficiency and on environmental criteria for pass through and interference. Designate and Implement Local Limits Having calculated the MAHLs, the Consultant team will compare these allowable loadings with the actual and potential loadings received at the treatment POTW to determine whether local limits are needed for each POC. Once the need has been established, Consultant, in conjunction with the City, will develop appropriate local limits. Address Collection System Concerns In addition to the MAHL approach to setting local limits, the City will need to develop local limits to address collection system concerns fires and explosions, corrosion, flow obstructions, high temperature, and toxic gases, vapors or fumes to meet the requirements of 40 CFR 403.5(b) regarding prohibited discharges. Prohibited discharges will be identified to be included in the City s Pretreatment Ordinance. TASK 1 SAMPLING PROGRAM Deliverable: Consultant will prepare Sampling Plan for implementation by the City. Deliverable: Request for Proposals for Testing Laboratory 3 P age
TASK 2 REVIEW AND EVALUATION OF ANALYTICAL RESULTS Deliverable: The Consultant will provide a report which will review and evaluate the data collected to ensure they are accurate, reliable, and representative. Sampling data evaluations may reveal improperly collected data, elevated detection limits, and new POCs. The report will contain: Sampling data Calculation of Removal Efficiencies Calculation of AHL and MAHL Determination of Suitable Environmental Criteria TASK 3 LOCAL LIMITS STUDY Deliverable: Consultant will provide the City with a draft and final Local Limits Study (Study) based on the preceding scope of services. TASK 4 MEETINGS At a minimum, the Consultant should plan for one monthly meeting and associated workday at the El Centro facilities to assist City staff and expedite progress for the study. Deliverables: Meeting agendas and meeting minutes will be provided for each meeting. DELIVERABLES The Consultant will be required to verify and defend that all information submitted as services rendered is accurate and current. Furthermore, the Consultant will be required to document the source(s) of all compiled information. All information generated as part of the Consultant's or sub-consultant's work shall become part of City of El Centro record on the project. Upon review of the 100% submittal and incorporating all of City's review comments, the Consultant will submit five (5) complete sets of the Local Limits Study and electronic (pdf and word) format to be included with the submission package for the Regional Water Quality Control Board-Colorado River Basin (RWQCB-CRB). Note: All products will be submitted through the period of performance according to the agreed schedule. City of El Centro will review the products to ensure that it meets the terms of contract and scope of work. If the product is not acceptable, the Consultant will be advised not to proceed with the next phase of the contract until the product is determined "acceptable", by the City and any required revisions have been performed 4 P age
at no additional cost to the City of El Centro. It is the Consultant s responsibility to research all information such as existing records and documents in order to complete this project. CORRECTIONS Corrections or revisions to the Local Limits Study and other documents prepared by the Consultant are anticipated and shall be considered as part of the normal design process. No extension of time or fees shall be allowed for corrections as described herein above. Proposing Consultants are encouraged to amplify the scope of services, to identify any supplemental tasks necessary, and to recommend any alternatives that may enhance the project or reduce costs. Where applicable, consultant is encouraged to describe the anticipated level of effort for each task. SCHEDULE Proposal Due Date January 18, 2012 Selection Date * January 20, 2012 Award Date * January 24, 2012 Notice to Proceed January 25, 2012 Final Submittal of Design Package* August 31, 2012 Completion of Project* To Be Determined *Anticipated Dates PROPOSAL REQUIREMENTS Proposal Format: Letter Proposal, limited to10 pages. Proposal sections to include 1. Cover Letter (single page) 2. Introduction and Project Understanding (2-pages) 3. Scope of Work 4. Project Personnel Organizational Chart and Team Qualifications (3 page and 3 project limit) 5. Schedule 5 P age
6. Estimated Level of Effort per Scope Task, itemized by labor classification. 7. Company standard schedule of charges. 8. Fee estimate, including labor, subconsultants and projected reimbursable costs to be included within the proposal inside a separate sealed envelope. 9. Include resumes of any proposed team members not already part of the as-needed consultant contract. SELECTION PROCESS Proposals will be evaluated according to the following: Understanding of the work to be performed Strength of key personnel Experience and Technical Competence of firm and subcontractors Approach to the Project, including technical and management considerations Evaluation of the cost effectiveness in relation to team qualifications and proposed project methodology SELECTION PROCESS Proposals will be reviewed by a selection committee; The selection committee will rank the consultants based on the materials submitted. Top ranked firms MAY BE chosen to interview. The recommendation of the selection committee will then be taken to City Council for approval. The City of El Centro reserves the right to reject any and all proposals submitted and/or request additional information for clarification. Clarification desired by a respondent relating to definition or interpretation shall be requested in writing with sufficient time to allow for a response and prior to the date RFP s are due. Oral explanation or instructions shall not be considered binding on behalf of the City. Any modifications to this solicitation will be issued by the City as a written addendum. The City will not consider proposals received after the specified time and date. An amendment is considered a new proposal and will not be accepted after the specified time and date. 6 P age
Any contract resulting from this RFP will be financed with funds available to the City from private development projects and/or local funds. This RFP does not commit the City to award a contract or pay any costs associated with the preparation of a proposal. The City reserves the right to cancel, in part or in its entirety, this solicitation should this be in the best interest of the City. Questions concerning this proposal should be directed to Randy Hines, Supervisor, City of El Centro Department of Public Works at (760) 337-4505, Fax (760) 337-3172 or via electronic mail to rhines@ecpw.org REQUESTED SUBMITTAL An original and three (3) copies along with one (1) electronic copy (CD) of the proposal must be received prior to 4:00 p.m. on Wednesday, January 18, 2012 at: City of El Centro Public Works Department 307 West Brighton Avenue El Centro, Ca. 92243 The proposals shall be enclosed in a sealed envelope and be plainly marked in the upper left hand corner with the name and address of the bidder and bear the following: SEALED FEE SCHEDULE City Engineer Development of a Local Limit Study January 18, 2012 4:00 PM Develop costs and fees for the services based on hourly rates of staff. Provide a clear breakdown of these costs by phase including staff or by item, by hour. List all professional services expenses anticipated including insurance, printing, communications and travel. Costs and fees are to be submitted in a separate sealed envelope. Cost should be based hourly rates of staff, including clerical positions. Such hourly rates should be fully burdened or loaded, including full compensation for all overhead and profit. Billing rates shall include provision for normal supplies and materials, in-house reproduction services and local travel costs. Submit itemized hourly fee schedule for additional services beyond the scope of work. Costs and fees must be provided within a separate sealed envelope within the submittal of the proposal and marked as follows: 7 P age
City Engineer Development of a Local Limit Study January 18, 2012 4:00 PM 8 P age