NOTICE TO CONSULTANTS REQUEST FOR PROPOSAL FOR PROFESSIONAL SERVICES FOR GROUNDWATER MODELING AND INJECTION TESTING March 30, 2018 Issued by: X Rob Livick, PE/PLS Public Works Director/City Engineer
City of Morro Bay March 30, 2018 CITY OF MORRO BAY Mailing Address: 595 Harbor Street, Morro Bay, California 93442 Physical Address: 955 Shasta Avenue, Morro Bay, California 93442 Telephone (805) 772-6261 FAX (805) 772-6268 http://www.morrobayca.gov/ March 30, 2018 Subject: Notice Requesting Proposals for Professional Services for Groundwater Modeling and Pilot Injection Well Testing to Support a Title 22 Groundwater Replenishment Reuse Project for the City of Morro Bay The City of Morro Bay (City) is requesting sealed proposals from professional hydrogeologists for groundwater modeling and pilot injection well testing services. All proposals must be received by the City of Morro Bay Public Works Department by 2:00 PM on Friday, April 20, 2018. Proposals received after said time will not be considered. To guard against premature opening, each proposal shall be submitted to the City of Morro Bay Public Works Department in a sealed envelope plainly marked with the proposal title proposer s name, address, and time and date of the proposal submittal deadline. Questions may be submitted to the City s Public Works Director, Rob Livick, via e-mail at rlivick@morrobayca.gov until April 10, 2018, at 5:00 PM. Responses and addenda will be posted to the City s website (http://www.morro-bay.ca.us) by April 13, 2018. Results and recommendations from the previous groundwater modeling and injection feasibility study are summarized in the report titled Lower Morro Valley Basin Screening-Level Groundwater Modeling for Injection Feasibility (GSI Water Solutions, January 2017), available on the City s WRF project website: www.morrobaywrf.com. Page ii
City of Morro Bay March 30, 2018 Table of Contents I. Instructions to Proposers... 1 A. Receipt and Opening of Proposals... 1 B. Examination of Requirements... 1 C. Communications... 1 II. Description of Work... 1 A. Project Description... 1 B. Scope of Work... 2 C. Project Schedule... 3 III. General Terms and Conditions... 5 A. Proposal Requirements... 5 B. Contract Award and Execution... 6 IV. Proposal Content and Selection Process... 7 A. Proposal Content... 7 B. Proposal Evaluation and Consultant Selection... 8 V. Proposal Submittal Forms... 10 VI. Appendices A. Standard Agreement Page iii
I. INSTRUCTIONS TO PROPOSERS II. A. Receipt and Opening of Proposals The City invites qualified firms to submit sealed proposals for professional services for Groundwater Modeling and Injection Testing for the City of Morro Bay. Proposals will be received at the City s Public Works Department by 2:00 PM on Monday, April 20, 2018, located at: City of Morro Bay Public Works Department 595 Harbor Street Morro Bay, CA 93442 An envelope containing five (5) hard copies and one electronic copy of the proposal must be sealed and clearly labeled Proposal for Professional Services for the City of Morro Bay Groundwater Modeling and Injection Testing. Include the electronic copy in Adobe PDF format on a CD, DVD, or flash drive. FAX submittals will not be accepted. B. Examination of Requirements Each proposer must carefully examine the requirements of the request for proposal (RFP). Each proposer shall meet all of the terms and conditions of the RFP. By submitting a proposal, the proposer acknowledges acceptance of all provisions of the RFP. C. Communications and Availability of Staff All timely requests for information submitted in writing will receive a written response from the City. Any oral communication shall not be binding on the City. All requests for information must be provided in writing and directed to City s Public Works Director, Rob Livick, via e-mail at rlivick@morrobayca.gov. To be considered, all requests for information must be received by 5:00 PM on April 10, 2018. Responses and addenda will be posted to the City s website (http://www.morro-bay.ca.us) by April 13, 2018. DESCRIPTION OF WORK A. Project Description The City of Morro Bay, California, located in San Luis Obispo County, provides water and wastewater services to a population of approximately 10,300. The City has wells in the lower portion of the Morro Valley groundwater basin and has appropriative rights to pump 581 acrefeet per year (AFY) of groundwater. Currently, the City is soliciting design-build proposals for a new Water Reclamation Facility (WRF) which at this time is required to produce advanced treated recycled water meeting Title 22 requirements for Groundwater Replenishment Reuse Projects (GRRP) using subsurface application. The City commissioned preliminary groundwater flow modeling that indicated injecting recycled water downstream of the Narrows (where Morro Creek and Little Morro Creek converge) and recovering water at the City s existing potable water wells in the Morro Valley would provide sufficient travel time to meet Title 22 requirements. Results from the groundwater modeling are summarized in the report titled Lower Morro Valley Basin Screening-Level Groundwater Modeling for Injection Feasibility (GSI Water Solutions, January 2017). Modeling was performed for various conditions with new wells being modeled in the Narrows. Preliminary estimates from the model suggest that the City could inject all of its treated wastewater into the aquifer and recover a volume greater than the amount injected for treatment and distribution. 1
The report can be found on the City s WRF Project website, under Documents: www.morrobaywrf.com. The groundwater modeling and injection testing will include the following work efforts: Consultation with Division of Drinking Water (DDW) and Regional Water Quality Control Board (RWQCB) Implement a pilot injection program Implement a seawater intrusion monitoring program Implement a groundwater level monitoring program Take synoptic streamflow measurements B. Scope of Work The objective of this Scope of Work is to provide consultants with a framework for development of tasks required to complete the groundwater modeling and injection testing to achieve a flexible, reliable, and permittable GRRP. The groundwater modeling shall identify specific restrictions or limitations of the City s physical geography, geology, and existing equipment with recommendations on how to mitigate these limitations to best benefit the City s water supply. The pilot injection well testing program shall satisfy Title 22 requirements for a GRRP using subsurface application and shall provide the City with an implementation plan and a monitoring program to maintain compliance. The Consultant will support the City through the Department of Drinking Water s (DDW) permitting process. The testing program shall also inform the City s ongoing One Water Plan of the effect of injecting advanced treated recycled water into the Morro Valley aquifer on water quality. The Scope of Work anticipates groundwater modeling will need to be completed before pilot injection well testing begins. All deliverables will include four (4) hardbound copies and one electronic copy (.pdf) for each element of each deliverable. Project Meetings and Coordination During the project, the Consultant will coordinate and attend progress meetings with the City staff to discuss issues related to the project and to update the City regarding progress. The Consultant shall coordinate and attend as many working meetings as needed to complete the work. The Consultant will coordinate with the City on activities including scheduling meetings, tracking activities, and reporting on work in progress. Groundwater Modeling The groundwater modeling will provide a detailed understanding of the current environment that will accept, convey, treat, and dispense water. The Consultant shall also budget time for site visits to City well sites and areas necessary to determine existing conditions. Groundwater modeling shall accomplish the following tasks: Determine existing groundwater flow and storage conditions with the City s current withdrawal allowance Determine effect on water quality that groundwater injection program would have with and without recovery from City wells Analysis of potential changes in groundwater chemistry under specified scenarios 2
determined by the City and its OneWater Morro Bay consultant (Carollo Engineers) The Consultant shall prepare a Technical Memorandum summarizing the results of the groundwater modeling and effects on water quality. Deliverable: Draft and Final Technical Memorandum Pilot Injection Testing and Groundwater Monitoring This task group will involve pilot testing of groundwater injection to determine travel times and other groundwater flow parameters. Tasks included in this group include: Determination of optimal injection location and injection rate Construction oversight and operation of test injection well for short and long-term periods at the optimal site (it is assumed the City will procure a contractor for installation of the test well(s)) Collect monitoring data from existing production wells (4 total) seawater (5 total) wells, and test well (one or more) Perform tracer study and travel time analysis Refine groundwater modeling from and reassess water quality considerations The Consultant shall prepare a Technical Memorandum (TM) summarizing the results of the pilot injection testing and groundwater monitoring. The TM shall include a thorough discussion of observations to be carried forward in design of injection wells and the monitoring program. The Title 22 GRRP Engineering Report will be developed by others, with support from the Consultant regarding pilot testing and monitoring results and preliminary design recommendations Deliverable: Draft and Final Technical Memorandum Basis of Design and Permitting for Full-Scale Injection Well System It is assumed the components of this task group will be fully scoped and budgeted at a later date after a better understanding of GRRP requirements is in place and the City is closer to commissioning the new WRF and implementing the GRRP. C. Project Schedule The anticipated project schedule is summarized below. Milestone Date Written Questions Due 4/10/2018 Responses to Questions Posted 4/13/2018 Proposals Due 4/20/2018 Consultant Interviews (at the City s Option) 4/30/2018 5/4/2018 Consultant Selection / Council Approval 5/22/2018 Notice to Proceed 5/23/2018 3
Final Groundwater Modeling TM 8/17/2018 Final Pilot Injection Testing Technical Memorandum 9/20/2019 Final Basis of Design and Permitting for Full Scale Injection Well System 6/29/2019 4
III. GENERAL TERMS AND CONDITIONS A. Proposal Requirements 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal shall meet all of the terms and conditions of the Request for Proposals (RFP) package. By virtue of its proposal submittal, proposing consultant acknowledges agreement with and acceptance of all provisions of the RFP specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the RFP and accompanied by any other required submittals or supplemental materials. 3. Insurance Certificate. Each proposal must include a current certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the proposing consultant s insurance coverage during proposal evaluation; endorsements are not required until contract award. 4. Proposal Withdrawal and Opening. A proposing consultant may withdraw its proposal, without prejudice, prior to the time specified for the proposal opening, by submitting a written request to the Public Works Director for its withdrawal, in which event the proposal will be returned to the consultant unopened. The City will not consider proposals received after the time specified or at any place other than that stated in the "Notice Requesting Proposals. The City will open and declare all proposals in public. Proposing consultants or their representatives are invited to be present at the opening of the proposals. 5. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested in writing by the City; however, an individual or business entity which has submitted a sub-proposal to a proposing consultant submitting a proposal, or who has quoted prices on materials to such proposing consultant, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other proposing consultants submitting proposals. 6. Content: The Proposal shall be concise, well organized and demonstrate the proposer s understanding of the Project and their applicable qualifications and experience. The proposal shall be limited to twenty (20) pages, double sided, exclusive of resumes, cover letter (2 pages), graphics, fee schedule, project schedule, and covers. Proposals should include the minimum Proposal Content as described in Section IV. Any additional materials that will support your Proposal may be included. However, if they do not directly address the stated requirements, please include them in a separate appendix. The City will consider all material submitted within the page limit, but concentrate on that which addresses the City s Project requirements. 5
7. Subconsultants: Identify all subconsultants to be used during the term of the project and provide a list of responsible staff and their qualifications. 8. Insurance: The consultant shall obtain at their own cost an insurance policy meeting the City s requirements as described in the City s Standard Agreement (Appendix A). 9. Consultant s Compensation: The Consultant shall include a breakdown of labor, subconsultants, and other direct costs with estimated fees; a fee schedule with hourly rates; and the basis for charging other direct costs (including materials, travel, and subconsultants). 10. Commitment: The Proposal shall be signed by the individual with power to bind the company to the scope of work and approach identified in the document. Parts or the entire Proposal will be the basis for the subsequent proposal and contract for the work. 11. Statement of Contract Disqualifications: Consultant shall include a signed statement of whether it or any of its employees or officers who have a proprietary interest in it has ever been disqualifiers, removed or otherwise prevented from proposing on or completing a municipal government project for any reason. If so, provide a description and explanation of the circumstances. 12. Exceptions: Consultant shall certify that they take no exceptions to this RFP, including but not limited to the provisions of the City s Standard Agreement (Appendix A). If the Consultant takes any exceptions, identify the specific portion and provide a full explanation. B. Contract Award and Execution 1. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. The special terms and conditions of these specifications include proposal evaluation and contract award criteria. 2. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of proposing consultants. Proposing consultants will provide, in a timely manner, all information that the City deems necessary to make such a decision. 3. The proposing consultant to whom award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in substantially the form adopted by the City and incorporated in these specifications. 6
4. Even if selected, the City reserves the right to terminate any agreement reached with the selected firm at any time and in an appropriate manner. 5. The proposing consultant to whom award is made (Consultant) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in substantially the form adopted by the City and incorporated in these specifications. 6. The Consultant shall provide insurance policies and endorsements of insurance policies in the form, coverages, and amounts specified in the Consultant Services Agreement within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. 7. The Consultant must have a valid City of Morro Bay business license prior to execution of the contract. Additional information regarding the City's business license program is available at the City of Morro Bay City Hall at 595 Harbor Street, Morro Bay, CA, 93442, (805) 772-6200. IV. PROPOSAL CONTENT AND SELECTION PROCESS A. Proposal Content 1. Cover Letter/Executive Summary 2. Project Organization and Key Personnel Provide a project organization chart showing the names of all key personnel assigned to the Project and their primary responsibility. Any changes in key personnel and subconsultants after the award of contract must be proposed in writing and approved by the City before any change is made. 3. Experience and References - Include professional references for five (5) similar projects performed with the proposed project team members. Provide project descriptions and current contact information for references that illustrate the quality of past performance of the project team. 4. Project Understanding Describe the consultant s understanding of the project. Identify the potential challenges and critical tasks, the recommended project approach, and describe how the consultant s team is best suited to address the key issues. 5. Proposed Scope of Work Address and detail all the tasks identified in this RFP. Additional tasks identified during development of the RFP that may be applicable may be included as optional. Include a project schedule showing anticipated completion time for each task. 6. Proposed Compensation 7. Exceptions, statement of past disqualifications, insurance certificate, and other items identified in Section III and throughout the remainder of this RFP. 8. Resumes Include resumes of all key personnel, including subconsultants, tailored for this project. 7
9. Submittal Forms and Requirements Certificate of insurance Subconsultant list References from at least three firms for whom you have provided similar services (use form in proposal package) Statement and explanation of any instances regarding past governmental agency bidding or contract disqualifications or removal from a project. B. Proposal Evaluation and Consultant selection 1. Selection Criteria Proposals will be evaluated by a review committee based on the following criteria: Criteria 1. Understanding of the Scope of Work (e.g. completeness of proposal; demonstrated grasp of work to be completed under this contract; expressed understanding of the project scope, objectives, and complexity). 2. Past performance and related experience of firm in planning, implementing, and permitting pilot injection testing programs and performing groundwater modeling. (e.g. previous experience in performing similar projects, results of reference checks, administrative information) 3. Expertise of technical and professional team members assigned to the project (e.g. team qualifications, specialized experience, professional competency of members in critical aspects, proven innovative approaches/techniques, knowledge of issues associated with the existing facilities or local hydrogeology). 4. Proposed project approach (e.g. conceptual and technical approach in preparing the plan, including assurance of the consultant s ability to provide deliverables in a timely fashion and with high quality). 5. Demonstrated ability to conform to City contract requirements (The City s standard general consultant contract is attached to this Request for Proposals). Points 15 30 25 20 10 Total 100 2. Contract Award Subject to the reservations set forth in Section B of the General Terms and Conditions of these specifications, the City will award the contract to the most qualified, responsible, responsive proposing consultant, using the proposal evaluation and selection criteria. Following the award of contract, the consultant will negotiate with the City a final compensation and payment schedule tied to accomplishing key tasks. The proposed compensation and payment schedule shall be tabulated in spreadsheet form, presenting each task complete with 8
the level of effort from each team member. The Consultant shall monitor costs throughout the project. The not to exceed fee for this project will not be increased unless the scope of work is amended to include additional consulting services. Any increase in fees for additional consulting services must be confirmed in writing by the City prior to undertaking extra work. 3. Failure to Accept Contract The following will occur if the Consultant whose proposal is accepted fails or refuses to enter into the contract: the City may negotiate with the next most qualified proposing consultant. 4. Ownership of Materials All original drawings, plan documents, computer models and other materials prepared by or in possession of the Consultant as part of the work or services under these specifications shall become the permanent property of the City. The Consultant shall deliver any or all of these materials and documents to the City upon demand. 5. Release of Reports and Information Any reports, information, data, or other material given to, prepared by or assembled by the Consultant as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Consultant without the prior written approval of the City. 6. Copies of Reports and Information If the City request additional copies of reports, drawings, specifications, or any other material in addition to what the Consultant is required to furnish in limited quantities as part of the work or services under these specifications, the Consultant shall provide such additional copies as are requested, and City shall compensate the Consultant for the costs of duplicating of such copies at the Consultant's direct expense. 7. Accuracy of Scope of Consultant Services The City finds the Scope of Consultant Services for this project to be accurate and to contain no affirmative misrepresentation or any concealment of fact. Although the effect of ambiguities or defects in the Scope will be as determined by law, any patent ambiguity or defect shall give rise to a duty of proposing consultant to inquire prior to proposal submittal. To the extent that the Scope of Consultant Services constitute performance parameters, the City shall not be liable for costs incurred by the successful proposing consultant to achieve the project s objectives or standards beyond the amounts provided therefore in the proposal. 9
V. PROPOSAL SUBMITTAL FORMS Subconsultant Listing References Statements of Past Contract Disqualification 10
SUBCONSULTANT LISTING Describe briefly the work scope of each sub-consultant. Attach additional pages if required. Sub-consultant Company Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services to be provided. Sub-consultant Company Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services to be provided Sub-consultant Company Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services to be provided 11
REFERENCES Number of years engaged in providing the services included within the scope of the consultant services under the present business name:. Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the services included with the scope of the consultant services. Attach additional pages if required. The City reserve the right to contact each of the references listed for additional information regarding your firm's qualifications. 12
Reference No. 1 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 3 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome 13
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The consultant shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from proposing on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances. n n Do you have any disqualification as described in the above paragraph to declare? Yes q No q If Yes, explain the circumstances. Executed on at under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. Signature of Authorized Consultant Representative 14
VI. Appendices
A. City Consultant Agreement