REQUEST FOR PROPOSALS OWNER S ADVISOR ALEXANDRIA RENEW ENTERPRISES WEST SIDE WET WEATHER PROGRAM Issue Date August 11, 2017 RFP #: 17-022 Date/Time of Submission: Location of Submission: September 22, 2017 / Not Later Than 4:00pm Eastern Standard Time Alexandria Renew Enterprises 1800 Limerick Street Procurement Office / 3 rd Floor Alexandria, VA 22314 Contract Administrator: Keasha Brown, CPPO, Procurement Manager Keasha.brown@alexrenew.com / 703-549-3381, x2207 Proposal Submitted By: Name: Address: Telephone #: Email address: TIN or SSN: Alexandria Professional & Occupational License Tax #: Contractor s License # and Specialty: Business Classification: Please check all that apply. Minority Owned Woman Owned Veteran Owned Disability Individual Partnership Corporation / State Incorporated Small Large Attestation: The undersigned offers and agrees that the terms, conditions and detailed information provided herein, including all appendices attached hereto, will serve as the basis for a professional services contract or agreement, if awarded thereto. Name and Title of Authorized Signatory Signature Date Please Be Certain To Include This Cover Sheet With Your Proposal Response
1. PURPOSE: 1.1 The purpose of this Request for Proposals (RFP) is to select a qualified firm or firms to serve as an owner s advisor (as described herein and hereinafter referred to as the Owner s Advisor ) to the City of Alexandria, Virginia Sanitation Authority dba Alexandria Renew Enterprises ( AlexRenew ) for the implementation of its West Side Wet Weather Program ( Program ). 1.2 It is anticipated that the selected firm or firms will enter into a professional services contract with Alex Renew for the provision of such services and that such contract will be subject, at least in part, to the terms and conditions established herein ( Contract ). 1.3 Selection of a firm or firms to serve as Owner s Advisor, including the successful execution of a Contract with AlexRenew, shall preclude such firm or firms from participating in any other capacity, directly or indirectly, related to the implementation of the Program. 2. RFP CONTENT 2.1 RFP 17-022 consists of the following: a. Cover Sheet b. RFP Contents c. Appendices: 3. POINTS OF CONTACT A. RFP Checklist B. SCC Form C. AlexRenew Standard Contractual Terms and Conditions D. Commonwealth of Virginia - House Bill 2383 E. Map of Program Conceptual Design F. Task Order 14 2005 G. Task Order 16 2005 3.1 Point of contact for technical matters is: Lisa Reynolds, PE, ENV SP Director, Engineering & Planning lisa.reynolds@alexrenew.com 3.1 Point of contact for procurement matters is: Keasha Brown, CPPO Procurement Manager keasha.brown@alexrenew.com 3.2 Any firm or firms submitting a proposal are cautioned not to contact any member of the AlexRenew Board of Directors or AlexRenew staff other than Lisa Reynolds for technical matters or Keasha Brown for procurement matters. Any such contact will result in disqualification from proposal submission. 2
4 BACKGROUND: 4.1 AlexRenew maintains an award-winning, advanced wastewater treatment facility on a 35-acre site near Old Town Alexandria, Virginia. AlexRenew serves a population of over 300,000 in the City of Alexandria ( COA ) and parts of Fairfax County, Virginia ( Fairfax ). AlexRenew processes, on average, over 12 billion gallons of wastewater every year and is committed to being an environmental steward, good neighbor, and industry leader in the day-to-day work of renewing dirty water for use. 4.2 AlexRenew is implementing the Program to mitigate excess wet weather flow arriving at its water resource recovery facility from the jurisdictions it serves. The Program represents AlexRenew s original wet weather program concept to address inflow and infiltration as modified to support COA s requirement to control combined sewer overflows (CSOs) to Hooff s Run and meet the Hunting Creek bacteria TMDL. 4.3 The schedule for implementation of the Program is included in legislation passed by the Virginia General Assembly and signed in 2017. The legislation includes a statutory deadline of July 1, 2025 for project completion and a statutory requirement to start construction not later than 2023. See Appendix D - Commonwealth of Virginia House - Bill 2383. 4.4 The City is currently in negotiations with AlexRenew to relinquish ownership of these two outfalls to AlexRenew, including the requisite legislative and compliance requirements associated with them. 4.5 The Program, as currently conceived, involves the construction of the following items to mitigate excess wet weather flow and allow for the current COA-owned combined sewer outfalls in Hooff s Run (numbered 003 and 004) to meet the Hunting Creek TMDL. Additional information regarding the COA s overall combined sewer program can be found at www.alexandriava.gov/sewers. Three tunnel shafts and one tunnel of 10 diameter, approximately one mile in length and 80 to 100 in depth; or similar construction to convey and/or store CS flows to meet the TMDL; Hydraulic grade line (HGL) control structure and yard piping; Wet Weather Pump Station; Electrical and power supplies; CSO diversion structures; Odor control system; Climber screens; Additional treatment structures as needed to meet the Hunting Creek TMDL; and Controls and accessories. 4.6 Expansion of the preliminary/primary, and any other, treatment processes required to meet the TMDL located within the AlexRenew advanced water resource recovery facility will be part of the overall wet weather solution. However, this project design is being delivered via a consulting services contract separate and distinct from the Program. See Appendix E Map of Program Conceptual Design, Appendix F - Task Order 14 2005 and Appendix G - Task Order 16-2005. 4.7 Due to the accelerated schedule requirements noted herein, it is anticipated that the implementation of some or all of the Program may be accomplished using a collaborative delivery method. AlexRenew is seeking the professional services of a highly qualified Owner s Advisor with collaborative delivery knowledge and expertise to support implementation of the Program. 3
4.8 AlexRenew has determined to solicit proposals from qualified firms to provide the required services. At a minimum, the proposer will be expected to perform the detailed scope of services described in Section 5.0 below. 4.9 A pre-proposal meeting will be held on August 23, 2017 from 9:30 am - 11:30 am at the AlexRenew offices, 1800 Limerick St, Alexandria, VA. 4.11 Any firm attending the pre-proposal meeting must register by email the AlexRenew Technical Matters Point of Contact with the name of the firm and the names of the professionals attending the meeting. Registration must occur at or before 4pm (EST), Tuesday, August 22, 2017. 4.12 Teams are invited to ask questions at the pre-proposal meeting and/or to submit questions via email by 12:00 pm (noon), August 28, 2017. All questions concerning submittal requirements shall be addressed to the RFP Technical Matters point of contact noted on page one herein. No questions will be accepted at any other time or in any other form (i.e. telephone). 4.13 All questions asked in the pre-proposal meeting or delivered by email will be addressed in one addendum issued on September 6, 2017 and posted to the AlexRenew website. 5 SCOPE OF WORK: 5.1 The Owner s Advisor, together with an AlexRenew Program Manager and potential consultants for the preliminary/primary treatment project and tunnels and geotechnical engineering will comprise a team of professionals that will assist AlexRenew in the overall implementation of the Program. 5.2 While it is anticipated that the services required to meet AlexRenew s technical, financial, institutional and administrative requirements for completion of the Program by the statutory deadline are summarized below, the final scope, terms and conditions of the Owner s Advisor services will be negotiated and codified in a professional services contract following the selection process. 5.3 Project Planning and Execution will include but may not be limited to: a. Site investigation coordination including geotechnical planning, investigations and design review; b. Review and update of the COA s Long Term Control Plan for Outfalls 003 and 004 ( Hooff s Run LTCPU ); c. Review of alignment and siting; d. Schematic design development up to 20% design and technology screening; e. Risk management evaluations and risk register process; f. Definition of required easements and/or condemnation; g. Preparation of cost opinions and budgets; h. Determination of appropriate delivery method(s); i. Collaborative-delivery team approval process (if applicable); and j. Preparation of an Environmental Assessment (if applicable); 5.4 Procurement Method Selection and Support, will include but may not be limited to: a. Developing design and construction procurement plan; b. Assistance with preparation of procurement documents to include VDEQ RLF requirements; 4
c. Developing scoring criteria and matrix for selecting delivery methodology; d. Assisting with selecting contractor/joint venture; e. Preparing notice of award; and f. Assisting with contract negotiations 5.5 Communications and Outreach will include but may not be limited to: a. Communications among project team, including COA and Fairfax staff; b. Support of existing in house community outreach team efforts; and c. Coordination, communication and outreach to private, government and public sectors impacted by, regulating or otherwise involved in the projects 5.6 Identification and Coordination of Regulatory and Environmental Requirements will include but may not be limited to: a. Regulatory permitting requirements including National Park Service, USACE, VDEQ and COA; b. Coordination and execution of easements, permissions and other communications with transportation departments, utilities and other impacted entities; and c. Support for potential land acquisitions 5.7 Project Scheduling and Controls will include but may not be limited to: a. Assisting with master project schedule development; b. Assisting with budgeting; and c. Information management platform and support. 6 PROPOSAL CONTENTS: 6.1 Proposers must submit their proposal in a binder in the format herein. Additional information the proposer deems relevant to the Program is welcome. a. Executed Cover Sheet b. RFP Checklist c. SCC Form d. Proposer s response to RFP e. Resumes f. Additional Information not specifically requested in the RFP 6.2 Maximum proposal length will not exceed 70 single-sided/35 double-sided pages with not more than five total pages allocated to an Introductory Letter / Executive Summary. Resumes, cover sheet, RFP checklist and SCC form will not count toward the page number limit. Except as otherwise noted, pages shall be 8.5 by 11 with minimum of 0.5 margins and a minimum font size of 11 pt. AlexRenew encourages the use of recycled products, therefore, it is urged that proposals be submitted on paper made from or with recycled content and printed on both sides. 6.3 Introductory Letter. a. Prepare an introductory letter/executive summary addressed to Ms. Lisa Reynolds, PE, Director of Engineering & Planning at the address indicated on the cover page of this RFP. This letter/summary should encapsulate your proposal and highlight any points of particular value or interest. 5
6.4 Corporate Identity. a. Provide the name of the firm submitting the proposal, a main office address, when the firm was organized and if a corporation, when and where incorporated. Also include Federal, State, and Alexandria registration numbers, as appropriate. 6.5 Company and Team Qualifications: a. Describe your business practice and your relevance to the clean water/sanitary sewer industry. Describe how your team is organized and qualified to provide the needed services for this type of project. b. Describe your overall qualifications and experience to perform the work described in the RFP. Information about experience should include direct experience with the specific subject matter. Provide basic project information relative to the Company s experience, size, personnel, and specific certifications relevant for this type of work. Demonstrate knowledge, understanding, and capabilities related to the areas of service described in Section 5.0, Scope of Work. c. Provide references for three (3) projects for which similar or related services were performed in the last five (5) to include organization name, address, contact person, email address and telephone numbers for such references. Identify the similarities between the AlexRenew project and the reference projects. 6.6 Project Manager, Key Personnel and Other Resources. a. Project Manager: Identify the Project Manager who will be responsible for the quality and timeliness of the AlexRenew work, and for ensuring that adequate personnel and other resources are available for this project. Provide a brief summary of education, experience, and qualifications pertaining to the management of this project and provide descriptions of no more than three similar projects led by the Project Manager within the last five years, identifying the similarities to the Program and including dates and specific services. Provide a brief summary of the Project Manager s experience with water and wastewater projects in Virginia in the last five years. List three verifiable professional services references with a contact person s name, phone number, and email address. b. Key Personnel: Full-time and part-time staff as well as proposed sub-consultants who may be assigned direct work on the Program should be identified. Show the composition of any task or work group, its specific qualifications, and recent relevant experience. Special mention should be made of direct technical supervisors and key technical personnel, and approximate percentage of the total time each will be available for this project. The technical areas, character and extent of participation by any subcontractor or consultant must be indicated. c. Staffing Plan: Include an organizational chart of your team. A staffing plan is required, which describes your proposed staff distribution to accomplish this work. The staffing plan should indicate a chart that establishes the time commitment of each professional staff member across the proposed tasks and a timeline for the project. It is mandatory that this section identify the key personnel who are to work on the project, their relationship to the 6
professional services organization, and amount of time to be dedicated to the project. This includes any sub-consultants as well as regular employees, if relevant. d. Resumes: Staff and proposed sub-consultant resumes are required indicating education, background, and recent relevant experience with the subject matter of the project. Please include as an appendix to your proposal. 6.7 Project Understanding. a. Clearly define and describe the roles and responsibilities, as you understand them, of the Owner s Advisor. Provide a detailed description of the project based on your knowledge and research. Based on your understanding of the project, identify, describe, and rank the project drivers that will lead to the successful completion of the project. Special attention should be given to the needs of the community, the political situation and long-term community benefits that can be achieved through innovative solutions/outcomes as the project solution is implemented. 6.8 Project Approach. a. Based on your project understanding, describe your approach to meet the project schedule and deliver the project on time and at budget. Describe possible innovations that bring greater certainty to the cost and schedule for relevant project drivers. b. Present a description of the phases or segments into which the proposed program can logically be divided and performed, together with flow charts. The technical narrative should separately address each of the tasks described herein and responses should be keyed to appropriate paragraph numbers. This section should also contain a discussion of any changes you propose that substantially differ from the project scope described herein. c. This section should include detailed descriptions of activities that are to occur, significant milestones, and anticipated deliverables. 6.9 Quality Control Plan and Risk Management Plan. 7. AVAILABILITY. a. Describe your procedures for controlling changes in scope, schedule, cost and quality. This should also include a description of change management procedures regarding projectrelated work. b. Demonstrate an awareness of difficulties in the completion of this undertaking and a plan for surmounting them. Special attention should be given to methodological, political and community impact issues that will be encountered in such a project. 7.1 The Owners Advisor s staff must be available for consultation with AlexRenew on an as-needed basis between 8:00 AM and 5:00 PM, Monday through Friday, during evening hours and on weekends as necessary. 7.2 Work outside of normal business hours may be necessary to meet critical deadlines. 7
8. PROJECT COST: 8.1 AlexRenew IS NOT requesting cost proposals at this time. AlexRenew will request a cost proposal separately from the top ranked firm or firms at a later date. 8.2 A cost proposal format will be provided at the time such request is made. 8.3 It is anticipated that any contract will be a cost plus fixed fee agreement. Fees will remain firm and will include all charges that may be incurred in fulfilling the requirements of the Contract during the first year. Changes in cost for any subsequent contract year will follow a predetermined process for approval and will be based upon a predetermined index. 8.4 Note that payments due under any contract are conditioned upon the annual appropriation, by the AlexRenew Board of Directors, of sufficient fund to pay such compensation. If such an appropriation is not made in any fiscal year, AlexRenew will not be obligated to make any payments beyond the amount properly appropriated for in any fiscal year. 9 TRADE SECRETS/PROPRIETARY INFORMATION: 9.1 Trade secrets or proprietary information submitted in connection with a proposal shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, protections of this section must be invoked prior to or upon submission of any data or other materials. 9.2 Data or other materials to be protected must be clearly identified and include a statement of the reasons protection is necessary. Disposition of material after award should be so stated. 10 TERM OF AWARD: 10.1 The initial term of any Contract shall be for three years, with the option to renew for one additional three-year period, followed by the option to renew for three subsequent years, one year at a time. 11 REQUIRED SUBMITTALS. 11.1 Proposal submissions must include all documentation required per Section 6.1 herein. Failure to provide such documentation will result in the disqualification of a proposal. 12 PROPOSAL SUBMISSION. 12.1 Submit one proposal marked original and 10 paper additional copies of the proposal. 12.2 Submit one copy of the proposal on CD or Flash-drive along with a signed letter certifying the materials included on the CD or Flash-Drive represent a true and complete copy of the original proposal submitted in hard copy form. 12.3 Hard copy proposals must be delivered to the following physical address: Keasha Brown, CPPO, Purchasing Manager Alexandria Renew Enterprises, 1800 Limerick Street, 3 rd floor, Alexandria, VA 22314 Ref: RFP 17-022 8
12.4 Changes to the RFP, in the form of addenda, are often issued between the issue date and within three business days before the submission date. All addenda MUST be signed and submitted to the address listed above, or emailed to Keasha Brown at keasha.brown@alexrenew.com, at or before the time and date for proposal submission. Notice of addenda will be posted on eva at http://www.eva.virginia.gov and the AlexRenew Website http://alexrenew.com. All potential proposers are encouraged to monitor these web pages for the most current addenda. 12.5 Proposals should clearly identify and describe the services being offered in response to the RFP. The organization and thoroughness of a proposal is critical to the evaluation process. All RFP s must be completed legibly and in their entirety and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner. 12.6 Unnecessarily elaborate brochures of other presentations beyond that sufficient to present a complete and effective proposal is not desired. Elaborate artwork, expensive paper, bindings, visuals and other presentation aids are not required. 12.7 All proposals must include the cover sheet affixed to this RFP and executed as an acknowledgement the RFP has been read and understood, and the proposer agrees to be bound by its terms and conditions. 13 LATE PROPOSALS. 13.1 Proposals received after the submission date and time prescribed herein will not be considered and will be returned to the proposer. 14 PERIOD THAT PROPOSALS REMAIN VALID. 14.1 Proposals will remain valid for a period of 120 calendar days after the submission date. 15 BASIS FOR AWARD: 15.1 AlexRenew reserves the right to make an award to one or more firms and to do so in the aggregate, by individual service, or any combination thereof, whatever may be in AlexRenew s best interest. 15.2 The following factors, in priority order, will be considered in the evaluation of proposals: a. Project Understanding b. Project Approach c. Quality Control Plan and Risk Management Plan d. Project Manager, Key Personnel and Resources e. Company and Team Qualifications 15.3 AlexRenew will identify two or more proposals deemed fully qualified, responsible and suitable on the basis of initial responses and with emphasis on professional competence. These proposer s will be invited to provide presentations / interviews demonstrating their ability to provide the required services. Repetitive informal interviews shall be permissible. Proposer s will be encouraged to elaborate on their qualifications and performance data or staff expertise pertinent to the proposed project, as well as alternative concepts. At this discussion stage, AlexRenew may discuss nonbinding estimates of total project costs, including, but not limited to, life-cycle costing, and where appropriate, nonbinding estimates of price for services. Proprietary 9
information from competing proposals will not be disclosed to the public or to competitors. 15.4 At the conclusion of discussions, on the basis of evaluation factors published in this RFP and all information developed in the selection process to this point, AlexRenew shall select in the order of preference two or more proposals/proposers whose professional qualifications and proposed services are deemed most meritorious. Negotiations shall then be conducted, beginning with the proposer ranked first. At this time, the parties may negotiate any changes desired in the proposal if deemed in the best interest of AlexRenew. If a contract satisfactory and advantageous to the public body can be negotiated at a price considered fair and reasonable, the award shall be made to that proposer. Otherwise, negotiations with the proposer ranked first shall be formally terminated and negotiations conducted with the proposer ranked second, and so on until such a contract can be negotiated at a fair and reasonable price. Should AlexRenew determine in writing and in its sole discretion that only one proposer is fully qualified, or that one proposer is clearly more highly qualified and suitable than the others under consideration, a contract may be negotiated and awarded to that proposer. 16 RECORDS AND AUDITS. 16.1 Firms working with AlexRenew will be required to preserve and make available to AlexRenew for a period of three (3) years after project completion, at all reasonable times, but without direct charge to AlexRenew, all its books, records documents and other evidence bearing on the costs and expenses of the services relating to the work hereunder. 16.2 AlexRenew s "Right of Audit and Preservation of Records" extends to all subcontracts. 17 SUBCONTRACTING: 17.1 If one or more subcontractors are required, proposers are encouraged to utilize small, minorityowned, local metro area and women-owned business enterprises. For assistance in finding subcontractors, contact the Virginia Department of Business Assistance http://www.dba.state.va.us; the Virginia Department of Minority Business Enterprise http://www.dmbe.state.va.us/; local chambers of commerce and other business organizations. 18 NEWS RELEASES. 18.1 News releases concerning any resultant contract from this solicitation will not be made by a proposer without the prior review and written approval of AlexRenew. 19 AMERICANS WITH DISABILITIES ACT. 19.1 AlexRenew is fully committed to the Americans with Disabilities Act (ADA), which guarantees non-discrimination and equal access for persons with disabilities in employment, public accommodations, transportation, and all AlexRenew programs, activities and services. AlexRenew contractors, subcontractors, vendors, and/or suppliers are subject to this ADA policy. All individuals having any AlexRenew contractual agreement must make the same commitment. 10
20 IMMIGRATION REFORM AND CONTROL ACT. 20.1 All proposers, if awarded a contract with AlexRenew will be expected to certify that they do not and shall not during the performance of such contract, knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986. 21. DRUG FREE WORKPLACE. 21.1 All proposers, if awarded a contract with AlexRenew will be expected to: (a) provide a drug-free workplace for its employees; (b) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition; (c) state in all solicitations or advertisements for employees that it maintains a drug-free workplace; and (d) include the provisions of the foregoing clauses in every subcontract of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. 22. NON-DISCRIMINATION. 22.1 AlexRenew does not discriminate against faith-based organizations in accordance with the Code of Virginia, 2.2-4343.1 or against a proposer because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity. 11