REQUEST FOR PROPOSAL (RFP) FOR ENGINEERING DESIGN SERVICES FOR THE SAN QUENTIN PUMP STATION RECONSTRUCTION PROJECT.

Transcription

1 REQUEST FOR PROPOSAL (RFP) FOR ENGINEERING DESIGN SERVICES FOR THE SAN QUENTIN PUMP STATION RECONSTRUCTION PROJECT Octber 16, 2017 Intrductin The City f San Rafael (City) hereby requests prpsals frm qualified cnsultants fr the design and preparatin f cnstructin cntract dcuments, fr the San Quentin Pump Statin Recnstructin Prject. It is the intent f the City t hire a qualified cnsultant wh can prvide prject management, preliminary design, envirnmental dcumentatin, permitting assistance, final design services and cnstructin design supprt services. The final prduct sught is cnstructin cntract dcuments including plans, specificatins and cst estimates ready fr bid. Prpsals shall be submitted by firms that have a capable and demnstrable backgrund in the type f wrk described in the sectin entitled Scpe f Wrk f this ntice. In additin, all interested firms shall have sufficient, readily available resurces, in the frm f trained persnnel, supprt services, specialized cnsultants and financial resurces, t carry ut the wrk withut delay r shrtcmings. The pump statin is lcated ff f Francisc Bulevard East, behind the Target department stre at 125 Shreline Parkway. Shuld cnsultants wish t review site cnditins, it is recmmended that yu park yur vehicle at the Target stre and use the multi-use pathway n tp f the levee as shwn n the enclsed map. Backgrund The San Quentin Pump Statin was riginally cnstructed in The existing discharge pipe is a cmbinatin f 60 diameter RCP and CMP, and includes a 1,000 ft run frm the statin t the San Rafael Bay. Sectins f the discharge pipe have failed under the immense pressure inside the pipe. The intent f this prject is t cnstruct a new pump statin as clse t the Bay as reasnably pssible t meet current drainage demand and reduce maintenance by City frces. The discharge pipe as it passes under the levee frm the marshland t the Bay, apprximately the last 40 feet f the pipe will nt be replaced. The City des nt anticipate any wrk inside the Bay itself. Anticipated Schedule Advertise RFP Octber 16, 2017 Pre-Bid Meeting Nne fr this prject Prpsals due t Public Wrks See the Prpsal sectin f this RFP Cnsultant Interviews T.B.D. Gary O. Phillips, Mayr Maribeth Bushey, Vice Mayr Kate Clin, Cuncilmember Jhn Gamblin, Cuncilmember Andrew Cuyugan McCullugh, Cuncilmember

2 Scpe f Services The City is seeking cnsulting services fr the fllwing tasks: Task 1: Prject Management and Crdinatin 1. The cnsultant shall be respnsible fr prviding all cntract management and quality cntrl services thrughut the duratin f the prject. The cnsultant shall deliver a high quality prduct within budget and n schedule. Task 2: Design 2. The cnsultant shall meet peridically with the City t discuss the prject, present design ptins, review alternatives, etc. Fr cst estimatin, a ttal f six meetings may be assumed. These six meetings will be independent f thse discussed under separate tasks identified elsewhere in this RFP. 3. The cnsultant shall prvide mnthly schedule updates in cnjunctin with submittals f invices. Deliverables: Prject Schedule and updates Meeting agendas and minutes fr all design and crdinatin meetings 1. The cnsultant shall prvide City staff with draft letters fr the City t use in crdinating with all utility cmpanies t btain existing utility recrd plans, as-builts, schematics, etc. The existing utility infrmatin shall be shwn n the final design plans. 2. The cnsultant shall crdinate with pertinent regulatry agencies, stakehlders, material and equipment suppliers, etc. 3. The cnsultant shall crdinate apprpriate public utreach as directed by the City. Fr cst estimatin, a ttal f three meetings may be assumed t meet with prperty wners, and ptentially the City Cuncil. 4. The cnsultant shall cnduct all field, tpgraphic and cntrl surveys, prepare all getechnical studies and reprts, and cmplete all design calculatins. The cnsultant shall include in the Prpsal the csts assciated with btaining a title reprt fr all adjacent prperties, and include survey by a licensed surveyr f all prperty lines and easements. All tpgraphic survey, prperty lines, and easements shall be mapped and accurately prvided in AutCAD frmat fr use during design. 5. The cnsultant shall prduce 35% cnceptual plans as well as 65%, 95%, and 100% PS&E submittal packages fr City review. 6. The cnsultant shall prepare final bid dcuments incrprating all cmments frm previus reviews. Final plans shall be pltted electrnically t PDF in 22 x34 size, and shall be signed by the engineer in respnsible charge licensed in the State f Califrnia, and ready fr reprductin.

3 7. The plans shall be drawn using AutCAD 2014, r a mre recent versin. 8. Specificatins shall be written in the frmat f the Caltrans standard specificatins. The City will prvide biler plate infrmatin. Specificatins shall nt be written in CSI frmat. 9. The schedule f items shall address all items f wrk as specifically as pssible and shall indicate as precisely as pssible the quantities. Deliverables: Utility crdinatin letters 35% cnceptual drawings, 65%, 95%, and 100% PS&E submittals in electrnic (PDF, AutCAD, Wrd and Excel) frmat A letter reprt summarizing review cmments and the reslutin f the review cmments Final bid dcuments in electrnic frmat Task 3: Envirnmental Cmpliance and Permitting 1. The cnsultant shall be aware that the prject area sits atp a frmer landfill. 2. The cnsultant shall be respnsible fr preparing, submitting and btaining all required permits and envirnmental review dcumentatin required by State, lcal, and jurisdictinal agencies needed t ensure this prject is cleared fr cnstructin. 3. The cnsultant shall crdinate with the Federated Indians f Gratn Rancheria regarding the ptential fr cultural resurces. 4. The cnsultant shall prepare apprpriate Califrnia Envirnmental Quality Act (CEQA) dcuments and any assciated technical studies required t clear the prject fr cnstructin. 5. The cnsultant shall prepare a schedule f permits with the required timelines t ensure each permit is btained prir t the start f cnstructin. 6. All envirnmental dcuments shall be prepared in preliminary and final draft stages fr City review, and shall incrprate any cmments made during the preliminary dcument review. 7. Fr the purpses f prviding a scpe f services and cnsultant fee fr this task, the fllwing envirnmental dcuments, studies, permits, agreements, and activities shuld be anticipated: Deliverables: Department f Fish and Wildlife RWQCB Clean Water Act Sectin 401 Water Quality Certificatin US Army Crps f Engineers CWA Natinwide Permit San Francisc BCDC Permit Attendance and presentatin at a Marin Prject Crdinatin (MPC) meeting ( pc_flyer.pdf)

4 Preliminary and final permit applicatins fr submittal by the City Preliminary and final CEQA dcumentatin fr submittal by the City Attendance and presentatin at ne MPC meeting Task 4: Final Bid Phase and Bid Phase Supprt 1. The cnsultant shall attend the pre-bid meeting (if deemed necessary by the City) and respnd t questins cncerning the plans, specificatins, and estimates prir t bid pening and prepare cntract addenda, if required. 2. The cnsultant shall review cnstructin bids received and make a recmmendatin t the City fr award f cnstructin cntract. Deliverables: Prepare cntract addenda, if required, fr distributin by the City, including answers t bidder s questins Prepare recmmendatin t the City fr the award f the cnstructin cntract Task 5: Cnstructin Supprt Services 1. The cnsultant shall attend regularly scheduled cnstructin meetings, including the precnstructin meeting, t respnd t questins cncerning the plans, specificatins and estimates. Fr cst estimatin, a ttal f 10 meetings may be assumed. These meetings will be independent f thse discussed under separate tasks identified elsewhere in this RFP. 2. The cnsultant shall be available t be called t the site in respnse t questins arising frm the prgress f the wrk. 3. The cnsultant shall review all material submittals and shp drawings as required by the Special Prvisins. Fr cst estimatin, a review f up t 25 submittals may be assumed. 4. The cnsultant shall respnd t Request fr Infrmatin (RFIs) frm the cntractr when called fr by the City and prepare mdificatins r revisins that are related t the prject s riginal scpe and character. Fr cst estimatin, a review f up t 20 RFIs may be assumed. The City shall nt be billed fr nr shall they pay fr any revisins t the plans and specificatins that are required due t errrs r missins in the riginal cntract dcuments due t negligence r lack f attentin t detail stemming frm pr design r field wrk. 5. The cnsultant shall assist the City in preparatin f cntract change rders, if necessary. 6. The cnsultant shall participate in the final walk thugh f the cnstructed prject and assist in the preparatin f punch list items in need f wrk. 7. The cnsultant shall prepare recrd drawings fllwing cnstructin frm mark ups by the cntractr and the resident engineer. Submittal f recrd drawings shall be n 22 x34 PDFs. Deliverables:

5 Attend up t 10 meetings during cnstructin, which includes the pre-cn meeting with cntractr Respnse t RFIs, material submittals, and shp drawings frm the cntractr Plan revisins that are related t the prject riginal scpe and character Review cntract change rders Meeting agendas and minutes City Respnsibility The City shall prvide the fllwing: 1. All cnstructin inspectin wrk and cntract administratin. 2. Any City-wned utility undergrund maps and any existing infrmatin in the pssessin f the City necessary t cmplete the design. 3. Aerial phtgraphy. 4. Answering nn-technical questins during advertisement perid f this RFP. Clarificatin ffered by the City t ne cnsultant shall be distributed t all knwn participants at the City s discretin. 5. Reviewing all cnsultants deliverables and prviding cmments in a timely manner. 6. City can prvide IDF curves fr 100 year strm runff if necessary. Payment and Cst Estimate The methd f payment t the successful prpser shall be n a time and materials basis with a maximum nt t exceed fee, as set by the prpser in his/her Prpsal, as being the maximum cst t perfrm all wrk. This figure shall include direct csts, including labr, verhead, prfit, and expenses, such as, but nt limited t, transprtatin, cmmunicatins, subsistence, materials, and any subcntracted items f wrk t btain envirnmental clearance, apprved regulatry permits, cntract dcuments, and cnstructin supprt. Prgress payments will be based n actual hurs, hurly csts and supprt service csts charged t the prject n a mnthly basis. The maximum nt t exceed cst shall be submitted with the Prpsal in a separate, sealed envelpe. Each invice submitted t the City fr payment shall cntain a brief descriptin f the wrk billed n that invice, ttal billed t date, ttal paid t date, and amunt remaining. Prpsal The Prpsal shall be cncise, well rganized, and demnstrate an understanding f the Scpe f Services as utlined in this RFP. Prpsals shall be limited t n mre than thirty-five (35) ne-sided pages (8½ x11, r 11 x17 fr fld-ut drawings), inclusive f resumes, graphics, pictures, phtgraphs, dividers, frnt and back cvers, cver letter, etc. Prpsal submittals shall cnsist f three (3) bund sets and ne (1) PDF n flash drive; n ed r faxed Prpsals will be accepted. Prpsals shall be evaluated based n the Evaluatin Criteria sectin f this RFP. At a minimum, Prpsals shall include:

6 1. Prpsals must be received n later than 2:00 PM, lcal time, n Nvember 08, 2017, at the Department f Public Wrks. Address t: City f San Rafael Public Wrks Department 111 Mrphew Street San Rafael, CA Attn: Cindy Ray 2. Prpsals shall be submitted in sealed packages and clearly marked with the name f the cnsultant and San Quentin Pump Statin Recnstructin Prject. 3. Cver letter signed by the persn authrized t negtiate a cntract fr prpsed services with the City n behalf f the Prpsal team. The cver letter must state that the sample Prfessinal Services Agreement is acceptable as-is. 4. Prject understanding utlining the cnsultant s basic understanding f the prject and identifying key issues t be addressed during the prject and any insights. 5. A detailed prject apprach and level f effrt, in accrdance with the sectin entitled Scpe f Wrk f this RFP. 6. A prject schedule including at minimum, thse tasks utlined in the sectin entitled Scpe f Wrk f this ntice. 7. A statement f Qualificatin (SOQ) that includes: a. The prpser s experience and histry in perfrming this type f wrk, particularly thse prjects that have been successfully carried thrugh cnstructin. b. References f persns, firms, r agencies that the City may cntact t verify the experience f the prpser; include phne numbers. c. An rganizatin chart setting frth the prject manager and the staff d. Experience fr each individual expected t perfrm respnsible prtins f the wrk. D nt submit resumes fr individuals wh d nt have a high prbability f actually leading r wrking n the prject. e. Experience fr each sub-cnsultant. The cnsultant shall be aware f the fllwing: Prpsals and/r mdificatins t Prpsals received after the hur and date specified in this RFP will be rejected and returned unpened t the prpser. All Prpsals shall be submitted accrding t the specificatins set frth in the RFP. Failure t adhere t these specificatins may be cause fr rejectin. Once submitted, Prpsals, including the cmpsitin f the cnsulting staff, shall nt be changed withut prir written cnsent.

7 All requests fr clarificatin fr this RFP must be made in writing at least 96 hurs prir t the due date as set frth in this RFP. Cnsultants shall cntact Cindy Ray at cindy.ray@cityfsanrafael.rg The City will nly respnd t written questins frm cnsultants. The City cannt respnd t verbal questins submitted by telephne r in persn. All addenda will be psted n the City s Web site. By submitting a Prpsal, the prpser affirms that they are aware f any addenda and have prepared their Prpsal accrdingly. N allwances will be made fr a prpser s failure t infrm themselves f addenda cntent. A link t the addenda may be accessed at The City reserves the right t revise the RFP prir t the indicated due date. The City may cnsider extending the due date fr RFP due t significant revisins t Scpe f Services. Evaluatin Criteria A review and selectin cmmittee, made up f City staff and ther prfessinals, will evaluate the cnsultants based n the Prpsals and, if necessary, an ral interview t determine which cnsultant is best qualified t perfrm the wrk fr this prject. The cmmittee will then determine a ranking f the cnsultants at which time negtiatins may begin with the mst qualified cnsultant and nly their cst Prpsal will be pened. The cnsultant fee will be evaluated t determine if the amunt f the fee is cnsidered a reasnable cst fr the wrk utlined in the Prpsal. If the tp ranked cnsultant has submitted a reasnable fee, the cmmittee will make a recmmendatin t the Public Wrks Directr that negtiatins be pened t ensure that the tp ranked cnsultant has a full understanding f the expectatins f the City, that the scpe reflects all tasks anticipated and that the fee reflects cmpletin f the prject t the satisfactin f the City. In the event that the City and the tp ranked cnsultant are unable t cme t an agreement as t scpe and fee, the City reserves the right t clse negtiatins with the tp ranked cnsultant and pen negtiatins with the secnd-ranked cnsultant. Once an agreement is reached invlving the scpe and fee, the Public Wrks Directr will make a recmmendatin t the City Cuncil t award the prject t the selected cnsultant and t authrize the Public Wrks Directr t enter int an agreement with that cnsultant. If the City Cuncil is in agreement with the recmmendatin, City staff will prceed with the cmpletin f the agreement and prepare the cntract fr executin. Ranking f the Prpsals will be based n the fllwing pint system (100 pints maximum): 1. Inclusin f all required items and cmpleteness f the Prpsal (5 pints) 2. Understanding f the wrk t be dne (25 pints) 3. Previus experience f similar prjects cmpleted n time and within budget (20 pints) 4. Qualified and experienced persnnel in the prject team (15 pints) 5. Capability f develping innvative r advanced techniques (10 pints) 6. Familiarity with state and federal prcedures (10 pints) 7. Cmmitment t adhering t the prject schedule and budget (5 pints) 8. Clear descriptin f the tasks and demnstrated technical ability (10 pints) The City will ntify each cnsultant regarding the utcme f the Prpsal selectin prcess. The City may reject any r all f the Prpsals if it deems such actin are in the public interest. Special Cnditins

8 Prfessinal Services Agreement The cnsultant selected t prvide the scpe f services shall use the City f San Rafael s standard Prfessinal Services Agreement. A cpy f the template f this agreement is attached t this RFP. Submittal f a Prpsal is acceptance f the Prfessinal Services Agreement. Cntractually required insurance cverage and endrsement infrmatin is shwn in the bdy f the dcument. Reservatins This RFP des nt cmmit the City t award a cntract, t defray any csts incurred in the preparatin f a Prpsal pursuant t this RFP, r t prcure r cntract fr wrk. RFP as a Public Recrd All Prpsals submitted in respnse t this RFP becme the prperty f the City and thus becme public recrds and, as such, may be subject t public review. Right t Cancel The City reserves the right t cancel r change, fr any r n reasn, in part r in its entirety, this RFP, including but nt limited t: selectin schedule, submittal date, and submittal requirements. Additinal Infrmatin The City reserves the right t request additinal infrmatin and/r clarificatin frm any r all respndents t this RFP. Public Infrmatin Cnsultants wh wish t release infrmatin regarding the cnsultant selectin prcess, cntract award, r data prvided by the City at any Public Hearing, must receive prir written apprval frm the City befre disclsing such infrmatin t the public. Attachments 1. City f San Rafael Prfessinal Services Agreement Template (subject t change by the City Attrney s ffice if necessary) 2. Aerial images shwing the pump statin lcatin 3. Phts Thank yu fr yur interest in cntracting pprtunities with the City f San Rafael. Sincerely, Cindy Ray Prject Manager

9 Figure 1 Address f Pump Statin Figure 5 Drainage ditch frm Hwy 101 feeding t pump statin Figure 2 Pwer Ple is labeled 957. Cnsultant t verify Figure 6 Drainage ditch frm Bay n backside f Target Dept. Stre Figure 3 Pump Statin is t be relcated then demlished Figure 7 Outfall in the bay. This area is easily accessible by parking in the Target Parking lt and walking alng the pathway between the Target Stre and the bay. Figure 4 Rad frm Existing Pump statin t the bay behind Target Dept. Stre. Path f undergrund pipes is under this rad (t the bay)

10 Lcatin f New Pump Statin Existing Pump Statin Target Multi-use path entrance t access

11 Cncrete vault. New pump statin discharge pint t cnnect t this vault. N wrk will be dne in the Bay Lcatin f New Pump Statin Existing Pump Statin Target