Page 1 of 7 Combined Sewage Storage Tunnel Preparation of Preliminary Design, Detailed Design, Tender Documents and Services during Construction Requirement: The City of Ottawa, hereinafter referred to as the City, is seeking qualification submissions to provide professional engineering services to prepare the Preliminary Design, Detailed Design and Tender Documents as well as provide Services During Construction as described in the Terms of Reference attached as Annex A. Period of Proposed Assignment: The proposed period of contract for Preliminary Design, Detailed Design, Tender Documents and Services during Construction will be from date of award to period ending January 31, 2018. Project Authority: The services provided will be subject to review and acceptance by the Project Authority hereby identified as the Manager, Design and Construction Municipal East Branch, Infrastructure Services Department. Inquiries: All inquiries regarding this RFQ are to be directed to the Contracting Authority specified herein. Inquiries must be received in writing (e-mail) no later than April 3, 2013. Both the questions and answers will be distributed to all potential Respondents no later than April 9, 2013, by way of written addendum, without stating the source(s) of the inquiry. Content of Submission: Respondents are invited to submit a qualification submission document up to a maximum twenty (20) single sided pages. Two (2) 11 X 17 sheets may be included as part of the Criteria Subject to Point Rating #2 (see below Rating Criteria) and will count as two (2) of the twenty (20) pages. The only additional text permitted on these sheets must be directly relevant to and/or qualify the contents Criteria Subject to Point Rating #2. The 11 X 17 sheets must be a minimum 10-point font (Times New Roman). The contents of all supplementary tables within the remaining eighteen (18) 8½ X 11 sheets must be minimum 8- point font (Times New Roman). All other text must be 10-point font (Times New Roman). Any documentation exceeding the maximum eighteen (18) pages will not be considered. Résumés must be attached to the Content of Submission in the form of appendices. Any other supplemental documentation that does not respond directly to the Terms of Reference and Evaluation Criteria, such as corporate literature, must be submitted on CD or DVD. The City will not consider supplemental documentation submitted on CD or DVD in the evaluation of submissions. Criteria Subject to Point Rating Weighting 1 Outline the Respondents corporate experience. Provide three (3) similar projects completed by your firm over the past ten (10) years in the preparation of Preliminary and Detailed Design, Tender document preparation and Services during Construction of Sewage Tunnels, rock boring projects and similar Combined Sewage Storage facilities. The City will only evaluate three (3) project examples. If more than three (3) project examples are provided, only the first three (3) will be evaluated. Also provide a description of your knowledge of local conditions. The project examples should include: 45 - Key team members; - client reference and contact name; - design and construction values;
Page 2 of 7 - Design and construction durations. 15 points for each project example Consultants should note that when selecting the project examples, preferencial weighting is given to projects completed by Key Team members for this project. * 2 Provide the qualifications, experience of the Project Manager, Key Team Members, Sub-consultants and other Staff in the preparation of Preliminary and Detailed Design, Tender document preparation and Services during Construction of Sewage Tunnels, rock boring projects and similar Combined Sewage Storage facilities. List by proposed role or responsibility the, name of staff, years of experience in a table format. Ensure all relevant disciplines are documented. Resumes of key personnel should be included in the appendix.* 55 Confirm that the proposed Project Manager and Key Team Members are committed for this project * To be subdivided by the evaluation committee, depending on major objectives, engineering disciplines required, etc. TOTAL: 100 Basis of Selection: This RFQ is the first stage of a two-stage process. This stage involves the short-listing of the most qualified Respondents. Up to four (4) submissions scoring the highest point totals (per the weighting provided in the previous section) will be short-listed and invited to respond to a detailed Request for Proposal (RFP) document. An evaluation committee, overseen and led by City staff, will review all submissions received and score the submissions using a consensus approach, in relation to the criteria and points that are identified. Evaluation Strategy for Request for Proposals The evaluation strategy for the stage two Request for Proposals will consist of 80 points for rated technical criteria and 20 points for the financial proposal. Financial points will be awarded to proposals that achieve a minimum pass grade on the rated technical criteria. The City s Cost Saving Strategy initiative will be applied to this competitive process. RFQ Validity: The qualifications submission shall remain valid and open for acceptance by the City for a period of ninety (90) calendar days, following the due date for receipt of proposals.
Page 3 of 7 Submission of Response to RFQ: Please provide four (4) copies of your qualifications submission, clearly identified as to contents and addressed to: City of Ottawa Financial Department Supply Branch 100 Constellation Crescent 4 th Floor, West Tower Nepean, Ontario K2G 6J8 Submissions in response to the RFQ MUST be received at this location NOT LATER THAN 3:00 P.M. LOCAL TIME, Wednesday, April 17, 2013. Submissions received after the above due date and time will not be considered, but will be returned unopened, to the Respondent. Contracting Authority: For further information regarding all aspects of this RFQ, please contact: City of Ottawa Financial Services Branch Supply Branch 100 Constellation Drive 4 th Floor, West Tower Ottawa, Ontario K2G 6J8 Attention: Cornelio Ledda Title: Senior Officer, Purchasing & Policy Telephone: (613) 580-2424 ext. 25822 Fax: (613) 560-2126 E-mail: Cornelio.ledda@ottawa.ca Note to Respondents: It is essential that the elements contained in the response be stated in a clear and concise manner. Failure to provide complete information as requested will be to the Respondent s disadvantage. Responses should be submitted in the format requested, with an index and preferably including the criteria subject to point rating in a clear identifiable location. It is the responsibility of the Respondent to obtain clarification of the requirements contained herein, if necessary, prior to submitting a response. Each submission will be evaluated solely on its content. Assessment of the response commences immediately after closing date. The City does not accept responses submitted by facsimile transfer machine or electronic mail. This Request for Qualification does not commit the City to award a contract or to pay any costs incurred in the preparation of a response, or attendance at a meeting with City staff. The City reserves the right to accept or reject any or all proposals received or to cancel the RFQ in its entirety, all without any right of recourse on the part of any Respondents, and to seek clarification from one or more Respondent on the contents of their submission. Respondents are advised that all communications with the City related to this RFQ during the bidding process must be made directly and only with the Contracting Authority.
Page 4 of 7 The Contracting Authority will only make official modifications to the RFQ process, or to the actual terms of reference through official addendum issue. Any oral statement or other representation from any source should not be accepted as binding, unless confirmed through an official written addendum. Copies of this are available from the MERX Distribution Unit, telephone 1-800-964-6379 or via the Internet at www.merx.com. MERX is the official and sole distributor of this Request for Qualifications and any addenda. If a Respondent obtains this document by means other than through MERX. Verification as to the accuracy of the document and receipt of any addenda shall be the sole responsibility of the Respondent. The City relies on the electronic MERX advertisement to provide public notice of this business opportunity and is not obligated to notify past or present suppliers in any other manner.
Page 5 of 7 Annex A Terms of Reference Combined Sewage Storage Tunnel Preparation of Preliminary Design, Detailed Design, Tender Documents and Services during Construction Project Location The project involves two tunnels Combined Sewage Storage Tunnels spanning from Lebreton Flats to Keefer St and also along Kent St from the Ottawa River to Catherine St. Project Description The City of Ottawa recently completed an Environmental Assessment (EA) and Functional Design of a preferred solution that will provide additional storage facilities in the combined sewer area and thereby reduce combined sewer overflows (CSOs) to the Ottawa River. This is the marquee project of seventeen short-term initiatives included in the City's Ottawa River Action Plan (ORAP). This proposed facility will enable the City to become fully compliant with Ministry of Environment's Procedure F-5-5 by reducing Combined Sewage Overflows (CSOs) from the Ultimate Combined Sewer Area (UCSA). Implementation of this project will result in improved water quality in the Ottawa River. The Environmental Assessment process closed on February 25, 2013 and is valid for a period of 10 years from that date. Background Like most municipalities, the City of Ottawa has combined sewers in older areas of the City, which transport sewage and stormwater runoff in the same pipe. These older systems were designed to overflow when it rains to prevent flooding and basement backups. The City is required to meet targets set out in the Ministry of the Environment (MOE) Procedure F-5-5 (MOE, 2001) for the capture and treatment of flows from the ultimate combined sewer area (UCSA). Currently, the City of Ottawa meets most but not all provincial CSO control targets with regards to CSOs being introduced to the Ottawa River. The primary criterion to which all municipalities with combined sewer systems must comply concerns the "volume" of overflows permitted. The City currently betters this target. For municipalities with downstream beaches affected by CSOs, an additional criterion applies concerning the "number" of overflows permitted during the swimming season, and the impact of those overflows on beach closures. The City's CSA Pollution Prevention Control Plan (PPCP), sets out the activities required to meet the minimum requirements of MOE Procedure F-5-5 and provides consideration to meeting objectives beyond those stipulated in the procedure, in particular capturing UCSA wet weather flow. The City's ORAP is a working plan that encompasses the recommendations of the PPCP and which includes 17 projects to address stormwater and wastewater discharges to the Ottawa River. The City has been in compliance with MOE's volumetric criterion for several years including a vast improvement following the implementation of Real Time Control at a number of regulator sites (Project #1). The PPCP has identified that storage within the Ultimate Combined Sewer Area (UCSA) is the most cost effective way of further reducing CSO beyond the minimum provincial targets. The purpose of the Combined Sewage Storage for the UCSA and the Sewer Separation Projects (Projects 3 and 5 of the ORAP) is to bring the City into compliance with and even surpass the "numeric" target set by the province, which is a maximum of two (2) overflow events during the swimming season, during the "average year." The Combined Sewage Storage Project must be designed to provide a level of protection that, at minimum, achieves the "Beach Protection" requirements defined within Section 9 of the Ministry of Environment's Procedure F-5-5 as well as meet the City Council approved service level for CSO control.
Page 6 of 7 Annex A Terms of Reference Major Objectives The purpose of this assignment is to complete the preliminary design, detail design and obtain all required approvals for this project, and prepare tender documents in order to permit the City to successfully engage a contractor for the construction of the Combined Sewage Storage Tunnel (CSST) project. This assignment also involves supplying a team for contract administration. Implementation will provide additional storage to reduce CSOs within the Ultimate Combined Sewer Area. The project will be designed to attain the targets identified as part of the ORAP, as endorsed by City Council. The design basis is thus to provide a level of control that, for the representative average year (1980), results in zero (0) overflow events in the average swimming season. In general, the scope of work will be comprised of all the recommendations as outlined in the Combined Sewage Storage Environmental Study Report dated January 2013 and further portrayed in the Combined Sewage Storage Tunnel Functional Design Report December 2012. Scope of work would include: Review all existing documents, reports and studies relevant to this assignment including the EA document; Prepare Environmental Inventory and Report; From existing base mapping, prepare base plan showing all existing underground/overhead utilities and verify surface ironwork; Meet with utilities agencies to verify location of their existing plants or if there is need to relocate/upgrade their plants; Carry out detailed subsurface investigations and provide technical reports which establish the geotechnical/hydrogeological conditions and constraints for the design/construction of the project; In conjunction with the subsurface investigations, undertake environmental assessments for the project area. Provide environmental reports which establish the environmental conditions and constraints for the design/construction of the project; Confirm selection of the preferred route considering subsurface investigations and stakeholder issues; Assist with creation of a plan for excavated material; Based on the ESR recommendations prepare preliminary design report including a scope of work statement and preliminary project cost estimate in WBS format; Develop a Stakeholder/Public Communications Plan; Work with the local ward Councilors, business community, community associations, other City divisions, and other levels of Government to meet their needs/requirements. Prepare exhibits and displays, and attend stakeholder meetings and Public Open House meetings; Prepare and submit drawings for design circulations at preliminary and detailed design stages for Municipal Consent; Prepare a composite utility plan and profile; Recommend a traffic management strategy during construction and phases for construction; Identify additional property requirements and provide assistance in acquisition; Assist in obtaining all necessary Federal (including completion of EA requirements), Provincial and Municipal approvals; Manage a hazard operation workshop with City personnel; Prepare Plan & Profile drawings of detailed design (1:250 H and 1:50 V); Prepare detailed design and construction cost estimate; Prepare contract drawings and tender documents and specifications. Provide Contract Administration The successful consultant may also be requested to provide services during construction as an add-on assignment pending successful completion of the project design and availability of City resources.
Page 7 of 7 Annex A Terms of Reference Disciplines Involved The list of major disciplines and expertise required to undertake the preliminary and final detailed design of this project includes the followings: Municipal Engineering / Site Servicing / Drainage & Stormwater Management Geotechnical and Tunnel Engineering Odour Control Environmental Engineering Electrical Engineering Landscaping Architecture / Streetscape Design / Forestry Communications / Public and Stakeholder Relations Proposed Schedule of the Projects: It is anticipated that further to the RFQ process, a Request for Proposal (RFP) will be solicited for the preliminary and detailed design, and Tender package assignment for a Combined Sewage Storage Tunnel. Consulting services may also be requested for project management of the construction phase(s) of this work. Award of the contract or portion thereof will be limited to the existing project budget. It is expected that the majority of the construction work will also take place between 2015 and 2017. For those works, the City is expecting construction ready drawings and tender documents by October 2014. Special Requirements The Combined Sewage Storage Environmental Study Report, dated January 2013 and the Combined Sewage Storage Tunnel Functional Design Report December 2012 are available at the City of Ottawa office. Please contact the Contracting Authority.