REQUEST FOR PROPOSALS CQA CONSULTING ENGINEERING SERVICES FOR THE 2018 LANDFILL AREA E CELL 2A CONSTRUCTION Chester County Solid Waste Authority
Table of Contents 1 Public Notice 2 2 Introduction 2 3 Background Information 3 4 Proposal Requirements 5 5 Scope of Services 7 6 Site Visits 8 7 Receipt of Proposals 8 8 Evaluation Criteria 9 February 21, 2018 CCSWA Page 1
1 Public Notice CHESTER COUNTY SOLID WASTE AUTHORITY CONTRACT NUMBER 18-461(I)-E2A REQUEST FOR PROPOSALS PUBLIC NOTICE Sealed Proposals for CQA Consulting Engineering Services for the 2018 LANDFILL AREA E Cell 2A CONSTRUCTION PROJECT will be received by Chester County Solid Waste Authority (Authority) at the office of the Authority, 7224, Division Highway (RT 322), Narvon, PA 17555 until 1:00 p.m. local prevailing time on March 13, 2018. The Request for Proposals (RFP) and the attachments can be viewed on the Authority's web site at www.chestercswa.org beginning on Feb. 23, 2018 at 1:00 p.m. local prevailing time. To view the RFP please carefully follow the link for RFP/BIDS. Copies of the RFP and the attachments may be examined at the Authority's office. Copies may also be obtained via email by contacting Wesley E. Wagner, P.E., Facility Engineer: wwagner@chestercswa.org. CHESTER COUNTY SOLID WASTE AUTHORITY Robert A. Watts, Executive Director 2 Introduction 2.1 Lanchester Landfill: The Authority owns and operates a 625-acre landfill facility known as the Lanchester Landfill (the Landfill). The Landfill is located in Honey Brook Township, Chester County and Caernarvon Township, Lancaster County. Solid waste management operations at the Landfill include: active landfill u nits; leachate collection and treatment; leachate re-circulation; and landfill gas control system including collection, conveyance, and flare stations. Additional facilities located on the property include: a recycling drop-off facility; a leaf composting facility; and a landfill gas (LFG) recovery plant. The LFG recovery plant is operated by Energy Developments, a private landfill gas developer. Closed landfill units located at the Landfill are monitored and maintained in accordance with applicable post cl osure care requirements. The property has served as a waste disposal facility since the 1960s. 2.2 Project Description: During 2018, and possibly extending into 2019, the Authority is planning to construct approximately 8.9 acres of new landfill cell liner expansion February 21, 2018 CCSWA Page 2
including leachate detection, collection and transmission system s and a system of heat transfer pipe arrays (along the protective bottom cover), in the area indicated by x-hatches on the following KEY MAP and more fully defined in the several Attached Documents (sect. 3.3). 3 Background Information 3.1 Applicable Regulations: All Consulting Engineer CQA services provided must comply with and/or otherwise satisfy the Permit conditions, requirements, and standards cited in Permit issued to the Authority by the Pennsylvania Department of Environmental Protection (PADEP) (including all the referenced documents cited therein), PA CODE TITLE 25, Chapter 273 and all other applicable federal, state and local regulations having jurisdiction. 3.2 Construction Phase Engineer: The design consultant, SCS Engineers (who is under agreement now with the Authority) will also provide construction phase engineering February 21, 2018 CCSWA Page 3
services identified the General Conditions of the Construction Contract, EJCDC C-700 (Rev.1) 2013, ARTICLE 10- ENGINEER S STATUS DURING CONSTRUCTION. These engineering services generally include: Visits to Site; Rejecting Defective Work; Shop Drawings, Change Orders and Payments; Determinations for Unit Price Work; Decisions on Requirements of Contract Documents and Acceptability of Work. The Design Phase Engineer will remain actively involved on the project to provide the Authority with an elevated level of assurance that the design engineer s concept and intent are maintained during the construction phase. IT IS NOT anticipated that the selected CQA consultant will serve as Owner s Site Representative (OSR) Consultant during the actual project construction. It is the intention of the Owner to negotiate with another firm for OSR efforts. 3.3 Attached Documents: The following documents are attached or considered attached and made a part of this RFP. Please refer to these documents for detailed information concerning the nature of the project and the scope of services: The Authority s Standard Consulting Agreement Form not included, a sample can be made available upon request; Drawings for: Permit Modification Application, Area E Expansion by Geosyntec Consultants per Oct. 2010 revisions partial set; Drawings for: Area E Cell 2 Alternate Conceptual Layout by ARM Group, Inc. Aug. 2016 partial set - and currently under final review by Pa. DEP for a minor permit mod that is expected at any time; Recent site survey by Ludgate Engineering Corp.; CQA plan; Design drawings (by SEC Engineers) for Cell 2A Construction are under development and should not be expected to be available to aid in preparation of this RFP. The attachments listed above that are not included in this document can be viewed online by following the link for RFP/BIDS and following any directions to the documents referenced therein as associated with this project. The documents will be available on the website during the week of Feb. 26th, 2018 and up to the date for receiving proposals. Paper sets of the drawings are available for review at the Authority office (along Rt. 322, Division Hwy. during normal working hours and upon request from the proposer to review them). 3.4 Project Schedule: The anticipated project schedule for the design (thru Bid Award) is: March 29, 2018 Authority approval of CQA Consultant; April 6, 2018 90% Plan Submission (Des. Eng.) CQA Cons. to assist review ; April 24, 2018 Advertise for Bids for Construction; May 24, 2018 Receive and Open bids for Construction; May 31, 2018 Award of Bid for Construction by Authority February 21, 2018 CCSWA Page 4
3.5 Questions: All questions concerning this RFP must be submitted in writing, either via fax or email. Each question shall include a reference to the specific page or section number of the RFP in question. Questions concerning any of the attachments to the RFP shall likewise be submitted in writing and shall include a specific page or section reference. Questions should be sent to the attention of Wesley E. Wagner, P.E., Facility Engineer: wwagner@chestercswa.org.; or fax 610-273-9870). 4 Proposal Requirements The proposal shall include the following information: 4.1 Qualifications and Experience Statement: Consultants shall demonstrate experience and qualifications to provide the requested services. Consultants shall also demonstrate the ability to furnish qualified and experienced staff. Proposals that fail to demonstrate the ability to furnish the necessary experience, personnel and equipment required for the project will be considered non-responsive. At a minimum, the Consultant must demonstrate that it meets or exceeds the following qualifications (all items showing compliance with the following bullet points shall be included in the proposal) : Five years of recent CQA and Inspection engineering experience performing similar design efforts at active landfill sites. Three engagements performing similar engineering services within the Commonwealth of Pennsylvania during the last five years. Prior landfill engineering experience within PADEP s Southcentral Region during the last five years. 4.2 Availability and Commitment Statement: The proposal shall include a statement concerning the Consultants availability to perform the requested services within the Project Schedule. Any potential availability conflicts for the key personnel identified in the organizational chart shall be identified. The Statement shall also describe the Consultant s level of commitment to the Authority and this pr oject. 4.3 Project Understanding Statement: The proposal shall include a Statement to describe the Consultant s understanding of the CQA Consulting Services required for this specific Project. The Statement shall describe the Consultant s approach and abilities to provide the Authority with an elevated level of assurance that the constructed project will : Satisfy all requirements identified in Permit Modifications and associated plans and all other related Authority documents; Satisfy PADEP s Construction (and associated Certification thereof) requirements; Satisfy all requirements set forth in the Construction Contract Documents; Preserve the integrity and intent of the permit modification for Area E for the project as a functioning whole; Comply with applicable regulations and permit conditions; Achieve strict budgetary control and timely completion; Provide quality and value to the Authority; Avoid construction phase nuisances on the local community. February 21, 2018 CCSWA Page 5
The Statement shall indicate that the Consultant understands that other work outside of the scope of this project must continue without impediments or delays. The cooperation of the Consultant is expected in all such cases. 4.4 List of Prior Engagements: (See Section 4.1 above) 4.5 Project Organization: A project organizational chart shall be included in the proposal to identify key personnel and their designated roles in completing a successful project. Surveyors and other sub-consultants and project contributors, if any, and their designated roles shall also be identified in the organizational chart. 4.6 Resumes: Resumes of the proposed CQA Project Managing (and Certifying) Engineer, Site CQA Managers, supporting Engineers, and other pertinent members including prospective CQA Monitors, of the consultant s project team shall be included in the proposal. If resumes for these individuals are not available, a brief description of their experience and qualifications should be furnished. The assignment of appropriately qualified and experienced individuals is essential. Resumes that do not demonstrate the required experience and qualifications for a particular assignment or function may cause the proposal to be considered non-responsive or will result in a lowered Evaluation Criteria score. Resumes of personnel from sub-consultants, or an appropriate document showing the firms qualifications and experience, should also be included. 4.7 Form of Agreement: The Authority's Standard Consulting Agreement form (sample available upon request) will be used. Submission of a proposal will be construed to indicate both the Consultant s understanding of the Authority s policy and acceptance of the agreement form. Please be aware that the Authority s past policy does not allow for any exceptions or modifications to this agreement form (other than minor modifications which may be made at The Authority s discretion). 4.8 Cost Proposal: The Cost Proposal is not to be included with the RFP submission. If requested from the proposer by the Authority, the cost proposal shall be delivered to the Facility Engineer within 48 hours of the request and shall include the following hourly and lump sum costs and other estimates as follows: 1. Hourly rates (and calculated totals) for onsite personnel shall be proposed on the following: Site CQA Manager 30 Weeks at 52 hours per week, 1560 hours total, CQA Monitor No. 1-28 Weeks at 52 hours per week, 1456 hours total, CQA Monitor No. 2 25 Weeks at 52 hours per week, 1300 hours total. (Note: The actual hours will, of course, be dictated by the actual length of construction of the project. So, payment will be made on actual Manager/Monitor hours worked, not on the hours projected above. The Authority does, however, reserve the right to call into question staff hours during construction above what is reasonably necessary for any portion of the CQA work). February 21, 2018 CCSWA Page 6
2. Lump Sum price for the Certifying Engineer s effort to include their time and preparation of the Certification Report and other incidentals. This shall include their hourly rate. 3. A Lump Sum amount of $4000.00 will be the allowance for review of the 90% Design Drawings. Include this in the Lump Sum estimate for the Certifying Engineers effort. 4. Lump Sum estimate for Equipment such as vehicles, testing gauges and similar. 5. Provide a Schedule of other miscellaneous costs (which should also include incremental unit charges for the equipment listed above) and support firms, i.e. testing labs, that are anticipated to assist in the CQA effort. 6. The proposer will be allowed a markup factor of 1.05 for pass through handling costs such as lab testing. 7. The amount of the Cost Proposal will be based on the total of items 1 thru 3 of this list. 8. The Authority reserves the right to reject any and all cost proposals and to make a selection solely determined on, in the opinion of the Board, what is in the best interest of the Authority. 5 Scope of Services The services to be provided under this Request for Proposals shall include the following: 5.1 Engineering Design Phase: Provide a review of the 90% plan submission (plans prepared by SCS Engineers). This is intended to be a limited, concise, narrowly focused review for constructability and value (engineering), effectively provi ding an additional partnership set-of-eyes on the drawings. It is NOT intended for the CQA consultant to pick apart the design engineers drawings in an adversarial manner. 5.2 Construction Quality Assurance (CQA) Consulting Services: Provide CQA Consulting Services and administer and manage the CQA Program and all CQA Personnel Quality as described in the CQA Plan. Specific descriptions of Parties to Construction Quality Assurance can be found in Section 3.1 of the CQA Plan. Specific duties of Construction Quality Assurance Personnel can be found in Section 3.3 of the CQA Plan. Please refer to the CQA Plan for additional details. The services of the Certifying Surveyor are not required. These services will be furnished by others. February 21, 2018 CCSWA Page 7
5.3 Certifying Engineer: Services specific to this task must be performed by or under the immediate supervision and direction of a Registered Professional Engineer in the Commonwealth of Pennsylvania. Prepare and issue a Certification Report (by the responsible PE), as required by the Pennsylvania Dept. of Env. Protection, 25 PA Code Chapter 273.203 and as may otherwise be required by State and F ederal Regulations. The Report shall include a highly detailed narrative of the Project and appendices for all CQA documentation. This task shall include photographic documentation of the project with appropriate labels and descriptions of the photographs. The degree of detail used in the Report shall remain consistent with earlier certification reports prepared during the last 5 years at Lanchester. Pre-construction Conference. Along with the Owners Site Representative, participate in a pre-construction conference prior to commencement of work at the site. Visits to site and Observation of Construction. Make visits to the site at intervals appropriate to the various stages of construction as deemed necessary in order to assist the OSR, remain informed concerning the progress and quality of the work, and to determine in general if the construction work is proceeding in accordance with the Contract Documents, and to keep the Authority appropriately informed of these same matters. Other Requirements as May be Necessary based on the consultant s experience and standard procedures and principles of the profession. 6 Site Visits Consultants that want to become more familiar with the project site may contact the Facility Engineer to arrange for a visit. No scheduled visit for all proposers is planned. 7 Receipt of Proposals Four (4) copies of the Proposal shall be delivered to the Authority s office no later than 1:00 PM on Tuesday, March 13, 2018. Proposals shall be addressed to: Wesley E. Wagner, P.E. Facility Engineer Chester County Solid Waste Authority 7224 Division Hwy. Narvon, PA 17555 NOTE: Consultant shall provide the Facility Engineer notification by noon March 12, 2018, of their intention to submit a proposal, so they can be made aware of any changes February 21, 2018 CCSWA Page 8
to this RFP. An email notification should be sufficient however the Consultant is responsible to follow up as necessary to ensure the notification has been received. 8 Evaluation Criteria The Authority's selection committee (which may be made up of the Facility Engineer, Landfill Superintendent and Assistant Business Manager) will review the Proposals. The selection committee will first verify that the proposals satisfy and demonstrate the minimum qualifications required. Any proposals that do not satisfy the minimum qualification requirements will be nonresponsive. Those Proposals that are found to satisfy the minimum qualification requirements will be evaluated on the 50 Points basis of the following evaluation criteria: Firm s Qualifications and Experience Statement and general response to the RFP-25 Points Resumes (Project Organization I.e. Management and Field Personnel Team)- 25 Points Please note that, in an effort to cultivate wo rking relationships with several consultants, review favorability will be directed toward firms not currently involved in engineering associated with the major projects currently under construction on the landfill. Cost proposals will be requested, after review and evaluation, from (up to the) three highest qualifications-based scoring proposers. All consultants from which a cost proposal is requested, will have to be deemed acceptable through the review process by the CCSWA for the project. (NOTE: Cost proposals will be requested from at least the two highest scoring consultants. A cost proposal will also be requested from the third ranking consultant if said consultant is scored within 15% of the highest score (i.e. if the highest score is 45, then the third ranking consultant must score at least 39 ; if the highest is 42, then third must be at least 36, and so on ). Proposers ranked 4 th and lower (5 th, 6 th, etc.) will not be asked to submit a cost proposal rega rdless of their numerical score. The Authority, through the Selection Committee, reserves the right to request further information, clarification or conduct an in person(s) interview from and/or of the Consultant. As stated above under 4. Proposal Requirements, t he Authority reserves the right to reject any or all proposals and the right to make a Consultant selection based on its determination alone as to what is in the best interest of the Authority. February 21, 2018 CCSWA Page 9