REQUEST FOR QUALIFICATIONS AND CURRENT RATE STRUCTURE FOR CONSULTING ENGINEERING SERVICES Pottstown Borough Authority Pottstown Borough Hall 100 East High Street Pottstown, PA 19464 September 24, 2018
REQUEST FOR QUALIFICATIONS AND CURRENT RATE STRUCTURE CONSULTING ENGINEERING SERVICES I. REQUEST FOR QUALIFICATIONS The Pottstown Borough Authority is interested in securing qualifications for Consulting Engineering services for its Wastewater Treatment Plant, Sewer Collection System, Water Treatment Plant and Water Distribution System. II. QUALIFICATIONS SUBMISSION Each proposer shall submit four (4) copies of its response to this Request for Qualifications (RFQ) in a sealed envelope clearly labeled as Qualifications. All copies shall be spiral bound (or other semi-permanent binding method) to ensure that pages are not lost. An electronic copy of the response to this RFQ, in PDF format on CD, shall also be provided in the envelopes. The Qualifications shall be delivered to the Borough Manager s Office, Pottstown Borough Hall, 100 East High Street, Pottstown, PA 19464, no later than 2:00 p.m. EDT on Tuesday, October 30, 2018. Qualification packages received at the office after that time will not be considered by the Authority. Under no circumstances shall a Proposer initiate contact regarding this RFQ with any elected or appointed official or employee of the Borough or Authority. All questions or correspondence related to this RFQ must be submitted to: Justin M. Keller, Manager, Pottstown Borough Authority Phone: 610-970-6511 E-mail: jkeller@pottstown.org Please note that at this time the Authority will not be providing tours of the facilities. III. BACKGROUND INFORMATION A. Wastewater Treatment Plant The WWTP, located at 1269 Industrial Highway in Pottstown, Montgomery County, Pennsylvania, provides advanced secondary wastewater treatment for sewered areas in the Borough and in portions of West Pottsgrove, Lower Pottsgrove and Upper Pottsgrove 1
Townships. The WWTP operates in accordance with the conditions listed in the Borough's NPDES Permit, No. PA 0026786. The plant has a design limit of 15.6 million gallons per day (mgd), although the NPDES permit bases the effluent limits on an annual average flow of 12.85 mgd. The current annual flow is 5.1 MGD. At times the WWTP has experienced flows in excess of 32 MGD. B. Borough Sewer Collection System The Pottstown collection system consists of 72 miles of pipe (6 inch 36 inch) with 1,604 manholes, and 3 sewage pumping stations. Lower Pottsgrove Township has 7 interconnections, Upper Township has 6 interconnections, and West Pottsgrove has 2 interconnections into the Pottstown collection system. Each Township contributes flows to the Wastewater Treatment Plant in accordance with the Sewage Treatment Service Agreements that exists between the respective Townships and Pottstown. C. Water Treatment Plant The WTP, constructed in 1964, is located at 668 Old Reading Pike in West Pottsgrove Township and provides water to approximately 11,300 direct customers. These customers are located in the Borough of Pottstown, Upper Pottsgrove Township, West Pottsgrove Township, Lower Pottsgrove Township and Douglass/Berks Township. There is also a Bulk Water Agreement with North Coventry Township. The WTP is permitted for 8 MGD and operates in accordance with permit PWSID1460037. The daily withdrawal ranges between 3.6 MGD and 4.0 MGD. The Authority s Water Allocation permit is currently under review by the PADEP. D. Water Distribution System The Water Distribution System consists of 3 pressure zones (Low Zone, High Zone and Super High Zone). In addition to the finished water pumps at the Water Treatment Plant, there are 5 booster pumping stations within the distribution system. The pressure zones are supported by 7 water storage tanks. There are approximately 125 miles of water main throughout the service area that are owned and maintained by the Authority. 2
IV. CONTENT OF QUALIFICATIONS SUBMISSION Qualifications submissions shall follow the following format (if the Proposer is a joint venture, please provide the information as it applies to each participating entity): A. Cover Letter (maximum 2 pages) B. Table of Contents (maximum 1 page) C. Section 1: Applicant Profile (maximum 2 pages) Provide the following information: 1.Name, business address of headquarters, telephone number and website address. 2.A primary contact for the Proposer, including name, job title, address, telephone number and e-mail address if different from above. 3.Identify the office(s) where the majority of the work will be performed. 4.Type of business organization (corporation, partnership, LLC, etc.), state in which business is registered and years in business. 5.Provide a narrative overview of the Proposer s primary business experience. D. Section 2: Relevant Experience and References (maximum total of 15 pages) 1.Provide a summary of qualifications and capabilities to perform the services. The Proposer shall demonstrate that they have experience and have provided similar services to other clients with similarly sized Water Treatment Plant and distribution systems and similarly sized Wastewater Treatment Plant and collection systems. These qualifications should focus on the Proposer. If a joint venture is being considered, it must be clearly identified as to what tasks will be performed by the individual parties. 2.Provide project descriptions (2 each for the noted facilities WWTP, WTP, collection system and distribution system) that demonstrate the experience of the Proposer for providing consulting engineering for Water and Wastewater facilities within the past 10 years. For each project description provide reference information including client name, contact person, address and telephone number. E. Section 3: Key Personnel The Authority is most interested in reviewing the qualifications of the Key Personnel being proposed who will actually be assigned to the Authority s work. The Proposer shall provide an organization chart that identifies how the Proposer plans to staff the assignments. 3
For all proposed key personnel identified in the organization chart, the proposer shall compile a table that identifies: employee name, title, firm, office location, highest education level, area of expertise, State and type of license and years of experience. Each Proposer shall provide a resume for only the Key Personnel (maximum of 2 pages per person). F. Appendix A: Rate Structure The Proposer is to provide its Current Rate Structure for the Key Personnel listed in the organizational chart, along with staff support and indirect costs that are associated with a typical municipal consulting assignment. The Rate Structure is to remain in effect for the calendar year 2019. G. Appendix B: Insurance The Proposer is to provide a sample insurance certificate indicating coverages currently in effect for Municipal Consulting Engineering assignments. V. EVALUATION OF QUALIFICATIONS The Qualifications will be evaluated to determine those most advantageous to the Authority, taking into consideration, without limitation, the evaluation factors set forth below: 1.Experience and qualifications of the Proposer s Team: a. The degree to which the personnel on the Team have held responsible positions for similar projects. b. The degree to which the Team brings experience in the full range of services for Water and Wastewater systems and management skills. c. Any other experience and/or criteria the Authority deems relevant. 2.Experience and past performance of the Team members on similar projects within the last 10 years. 3.Any other experience and/or criteria the Authority deems relevant. The Authority may arrange for meetings or interviews with one or more of the Proposers. VI. RESERVATION OF RIGHTS The Authority reserves and may, at its sole discretion, exercise the following rights with respect to this RFQ: 4
1.To reject the submission of the Statement of Qualifications if, in the Authority s sole discretion, the Statement of Qualifications is incomplete, the Statement of Qualifications s not responsive to the requirements of this RFQ, the Proposer s qualifications do not meet the Authority s needs, as determined by the Authority in its sole discretion, or it is otherwise in the best interest of the Authority to reject the Statement of Qualifications. 2.To request additional or clarifying information from any Proposer at any time, including information inadvertently omitted by a Proposer. 3.To require that a Proposer appear for interviews and/or presentations of his/her Statement of Qualifications. 4.To visit projects or request additional information for projects similar in type and scope to the work sought in this RFQ. 5.To conduct such investigations as the Authority considers appropriate with respect to the qualifications of any Proposer and with respect to the information contained in the Proposer s Statement of Qualifications. 6.All expenses incurred by the Proposer in responding to this RFQ shall be the sole responsibility of the Proposer. 7.Nothing in this RFQ shall alter the fact that the Engineer for the Pottstown Borough Authority is an at will appointee. 5