City of Crescent City Request for Proposals (RFP) for Wastewater Treatment Plant CONTRACT UTILITIES MANAGER November 7, 2018

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1 City of Crescent City Request for Proposals (RFP) for Wastewater Treatment Plant CONTRACT UTILITIES MANAGER November 7, 2018 Due Date: November 20, 2018 Due Time: 4:00 PM PST Location: Office of the City Clerk 377 J Street Crescent City, CA 95531

2 Request for Proposal City of Crescent City Wastewater Treatment Plant Contract Utilities Manager & Legally Responsible Person and Chief Plant Operator The City of Crescent City (City) is a General Law Municipality and is requesting proposals for a Legally Responsible Person (LRO) and Chief Plant Operator (CPO) to oversee the Crescent City Wastewater Treatment Plant (WWTP) operations in accordance with the National Pollution Discharge Elimination System (NPDES) permit and standard practices. The services will generally include overseeing operation and maintenance of the existing facility utilizing existing staff, preparation of general plant optimization recommendations, and providing other WWTP assistance and recommendations as needed. This Request for Proposal focuses primarily on assisting the City in meeting its short-term needs of filling the Utilities Manager position which combines the LRO and CPO duties. The City anticipates needing this service for approximately six months. DEADLINE FOR SUBMISSION Parties interested in responding must submit 1 electronic copy of their proposal. Please use Proposal for Contract Utilities Manager in the subject line. Proposals received after the Proposal Deadline will not be accepted by the City. Proposal Deadline: November 23, 2018, no later than 4:00 pm Location: Jonathan Olson 377 J Street Crescent City, CA jolson@crescentcity.org TENTATIVE SCHEDULE INQUIRIES RFP Issued: November 7, 2018 RFP Due: November 20, 2018 Interviews: November 26, 2018 Anticipated Contract Authorization: December 3, 2018 Any questions related to this RFP shall be submitted in writing to the attention of Nacole Sutterfield via at nsutterfield@crescentcity.org. Questions shall be submitted before 5:00 PM one week prior to the due date. No oral question or inquiry about this RFP shall be accepted. BACKGROUND Crescent City is located in Del Norte County along the northern shoreline of the California Coast approximately 15 miles south of the Oregon border. The town is a popular stopping point for tourists driving along the northern California Coast or visiting the Smith River National Recreational Area. It is also a popular 1

3 commercial and recreational fishing area. Besides tourism, major industries in the region include agriculture, timber, micro-breweries, fishing, fish processing, and the Pelican Bay State Prison. Crescent City is the only incorporated city in the County and is home to approximately 6,400 permanent residents. The total County population is approximately 27,500. The 2016 median household income for the City was $27,600, while the median income for the rest of the County was $42,400. WASTEWATER TREATMENT PLANT The Wastewater Treatment Plant is a 1.86 MGD average annual flow Ocean discharge plant. The facility s NPDES Permit NO. CA is administered through the North Coast Regional Water Quality Control Board s Santa Rosa Office. The Crescent City WWTP provides service to approximately 3900 accounts. The first Crescent City WWTP was constructed in 1958 and has undergone four major retrofits since then. The most recent, a $40M upgrade occurred in 2007 and was in response to cease and desist orders associated with plant effluent violations. The 2007 retrofit upgraded many portions of the facility including addition of a 1.1 MGD rated membrane bioreactor (MBR). The WWTP is classified as a Class IV facility because it includes tertiary treatment. The City has struggled to retain certified operators and has also experienced an operational deficient. BIO-SOLIDS MANAGEMENT Biosolids management currently relies on anaerobic treatment in digesters followed by dewatering with a belt press. Currently the plant produces Class C Biosolids. Dewatered Sludge is currently transported under a 10- year contract, to expire in December 2021, with Hambro WSG, to a landfill in White City, Oregon. COLLECTION SYSTEM & LIFT STATIONS The collection system for the WWTP serves both the City and a portion of the County. Within the City there are 6 lift stations and 18 miles of sewer main. In the County Community Services Area there are 15 lift stations and 33 miles of sewer mains. Fourteen lift stations are confined spaces. The majority of the stations are in the process of being retrofitted with Vonn Chopper Pumps. A major SCADA system upgrade is also planned for A City staffed Confined Space Rescue Team may be used to support Lift Station confined space entries. The County Services Area (CSA) has two major sub-areas these being the Northcrest Area (NC) & Bertsch Ocean View Area (BOV). The CSA system is a 30 to 35-year-old system that has been extensively rehabilitated recently. It still experiences some inflow and infiltration (I/I) problems. The Crescent City collection system is generally 30 to 60-years-old with some I/I problems. The City has been working steadily to reduce I/I. Studies of I/I are outside of the scope of requested services. INDUSTRIAL USERS AND PRETREATMENT Currently there are three industrial use permits in Crescent City including: Rumiano- a cheese production facility SeaQuake A micro-brewery Port O Pints A micro-brewery An additional permit for a local fish processing facility is likely to be put in place in

4 UTILITIES MANAGER We have attached the Utilites Manager s job description for the proposer s review. The contract position that we will be filling will be focused only on the WWTP and Collection System aspects of the position; please ignore all references to the laboratory and water treatment. The selected proposer will be responsible for the LRO and CPO aspects of the wastewater treatment plant as they relate to the City s NPDES permit. The attached job description is for informational purposes only. PROPOSAL CONTENT Consideration by the City is contingent upon the submission of the mandatory information identified in this paragraph. Failure to include any information or to complete any form listed or referenced in this RFP could result in the rejection of the proposal without further consideration by the City. Additional and supplemental information may be submitted in so far as it pertains and clarifies the data sought by this RFP. All information required by the RFP must be completely and fully provided. If the City determines that any information provided in the proposal is false or misleading the City will reject the proposal. For ease of review and to facilitate evaluation, each proposal submitted must be organized in order as follows: RELEVANT EXPERIENCE Firm history and qualifications shall briefly describe the overall resume of the company and aggregate qualifications, capability, and depth of the company. Include value of existing contracts, bonding capability, and financial qualifications. Limit submittal to one 8-1/2-inch x 11-inch page. KEY PERSONNEL Resumes are required for staff member(s) which the proposer plans to utilize in fulfilling the Utilities Manager CPO/LRO position or other positions that the proposer sees as being needed to complete the proposed Scope of Services. One page per resume for each staff member. SCOPE OF SERVICES The Scope of Services shall include the specific services proposed by the consultant to carry out the needed Utilities Manager CPO/LRO duties. The proposal shall also provide, in general terms, a description of services to be provided for general plant optimization, plant recommendations, and other recommended services. Three pages maximum. STAFFING PLAN The Staffing Plan shall detail anticipated number of staff hours each week/month needed to carry out the proposed scope of services. A work plan shall be provided indicating the various tasks to be performed, their approximate scheduling dates, their inter-relationship with other tasks. Please also provide information regarding availability to fill other operations positions at Grade 3 and above. Two pages maximum. COST PROPOSAL The Cost Proposal shall detail the cost of fulfilling the Scope of Services and Staffing Plan on a weekly and monthly basis. Cost shall also include initial one-time costs for contract initiation and initial site visit prior to starting the work. Please include basic rate information for filling other operations positions. 3

5 REFERENCES Proposer must provide a minimum of three (3) references for similar projects for the proposer firm and each of the key personnel identified in the proposal. Each reference must include a telephone number and the name of a key contact person. EVALUATION CRITERIA: All proposals will be evaluated and receive a numerical score based upon the following criteria: Score Weight Sub Total Criteria 1-5 Score X Weight 1. Firm history and qualifications 4 2. Resumes for staff members 4 3. Scope of Services 5 4. Staffing Plan 5 5. Cost proposal 2 The selection committee shall make a recommendation to the City Council, which if agreed upon, will be awarded the recommended Proposer to provide CPO/LRO services. SELECTION, TO NEGOTIATION OF FEE, AND ENGAGEMENT PROCESS The City will review all proposals initially to verify that the proposers and proposals meet the mandatory requirements set forth in this RFP and that the proposals are responsive to the RFP. After determining the firms that meet the mandatory requirements and whose proposals are responsive, the firms will receive a preliminary score/ranking. The City reserves the right to request additional information which, in the City s opinion, is necessary to evaluate whether a proposer s qualifications, experience, number of qualified employees, business organization, and financial resources are adequate to perform the Scope of Services proposed. The City will require the highest 1 to 3 ranked firms, including key personnel, to answer questions from members of the selection committee through a Skype interview. The proposed format for the interview will include an opportunity for a short introduction and statement of qualifications of the firm and key personnel, a discussion of the firm s approach and implementation, a short question-and-answer period, and any closing remarks. In the interview the City will ask questions about the Scope of Services, Staffing Plan, and Cost Proposal. Proposer s key personnel including at a minimum the preferred person to fill the Utilities Manager position and backup UM shall attend the interview. Interviews will be conducted on November 26, A scheduled time for the interview will be provided November 21, The interview process will take approximately half an hour. Upon completion of the interviews and verification of references, the highest ranked proposer, based on the interviews, will be invited to open negotiations for a professional services contract. The City will attempt to negotiate a mutually agreeable contract with the most qualified firm. Fee and hourly rate information will be used for discussion purposes and will not be disclosed to other proposers. 4

6 In the event the City is unable to negotiate a satisfactory contract with the firm considered most qualified, negotiations with that firm shall be formally terminated. The City shall then undertake negotiations with the second most qualified firm. Failing to reach accord with the second most qualified firm, the City shall terminate negotiations and commence negotiations with the third most qualified firm. Should the City be unable to negotiate a satisfactory contract with any of the top three qualified firms, the City shall select additional firms in order of their competence and qualifications and continue negotiations, or take whatever other actions are deemed to be in the best interest of the City. Upon reaching a satisfactory agreement, a recommendation will be made to the City Council for award of the contract. After award of the contract by the City Council, the City will tender the executed agreement to the contractor. DISPUTES RELATING TO THE PROPOSAL SELECTION PROCESS In the event of a dispute concerning the selection process, the party wishing resolution shall submit, in writing, a protest letter to the City Manager. The protest must be received within three (3) business days after notification of the staff s recommendation of a firm to perform the services requested under this Request for Proposal. The protest letter shall state the nature of the issue and the relief sought. If the issue cannot be resolved by the City Manager, the matter can be appealed to the City Council within three (3) business days after the City Manager s decision. All disputes and/or appeals must be submitted to: Eric Wier, City Manager 377 J Street Crescent City, CA Fax: INSURANCE REQUIREMENTS Evidence of coverage for the following insurance coverages and Certificates of Insurance naming the City, its elected and appointed officials, employees, agents and volunteers as additional insureds must be delivered to the City prior to the commencement of work. A. Worker s Compensation Insurance must be maintained by Proposer for the duration of the Project in an amount as required by the State of California. Said policy shall also include employer s liability coverage no less than one million dollars ($1,000,000.00) per accident for bodily injury and disease. B. General Liability Insurance must be maintained by Proposer for the duration of the Project in the amount of one million dollars ($1,000,000.00) per occurrence for bodily injury, personal injury, and property damage. Said insurance shall name the City, its elected and appointed officials, employees, agents and volunteers as additional insured. C. Automobile Liability Insurance must be maintained by Proposer for the duration of the Project in an amount not less than one million dollars ($1,000,000.00) per occurrence for bodily injury and property damage. Said insurance shall name the City, its elected and appointed officials, employees, agents and volunteers as additional insured. ATTACHMENTS 1. Utilities Manager job description 4 pages 5