VILLAGE OF HOFFMAN ESTATES REQUEST FOR PROPOSALS

Transcription

1 VILLAGE OF HOFFMAN ESTATES REQUEST FOR PROPOSALS FOR ENGINEERING SER VICES TO STUDY & EVALUATE THE WATER DISTRIBUTIONSVSTEMS OF BOTH VILLAGE OF HOFFMAN ESTATES AND VILLAGE OF PALATINE FOR ANEMERGENCYINTERCONNECT Proposal Due Date: February 10, 2017 Proposal Due Time: 4:00 p.m.

2 TABLE OF CONTENTS Introduction Letter 1 Request for Proposal 2-4 Scope Services 5-6 Required Insurance 7 Prevailing Wage 8-9 Substance Abuse Prevention Certificate 10 References 11 Special Provision and Instructions 12 Attached Drawing Project Area 13

3 IIOFF4k (H 19 eq ro L nj - A HOFFMAN ESTATES DEPARTMENT OF PUBLIC WORKS RE: REQUEST FOR PROPOSALS (RFP) To Whom It May Concern: The Village HlThan Estates and Village Palatine are jointly seeking proposals from qualified engineering firms for a joint engineering study for the Village I-Ifman Estates (VOHE) and the Village Palatine (VOP), to examine the two municipal water systems hydraulically and evaluate a possible interconnection the two systems along a direct route that would function mainly as an emergency water supply to each other. This project s scope also includes development conceptual engineering plans an interconnection along two other alternate routes with cost estimates and concept engineering plans for the interconnect. The final engineering report must enable the two municipalities to choose the best plan for the interconnect and proceed with the final engineering design, develop construction bid documents and manage the successful construction the water interconnect infrastructure. The RFP includes a brief description and outlined maps water mains and the water distribution systems both Villages and a detailed map the water mains along a closest direct route. The RFP also outlines the scope services for this preliminary engineering study. Please consider this letter a formal request for your proposal for this project. The attached request for proposals document outlines the background, format, and other information required for preparation such a proposal. Submittals, including one (1) original and seven (7) copies. along with supporting documentation should be sent to Ilaileng Xiao, Superintendent Water & Sewer, Village Hfman Estates, Department Public Works, 2305 Pembroke Avenue, Hfman Estates, IL Director Publis Village hfman Estates Matthew Barry P.E. Director Public Works Village Palatine 2305 Pembroke Ave. Hfman Estates, Illinois William D. McLeod MAYOR Karen V. Mills TRUSTEE Anna Newell TRUSTEE fl W1V. ho/fmunestcites. org Phone: Fax: Gary J. Pilafas TRUSTEE Gayle Vandenbergh TRUSTEE Gary Stanton TRUSTEE Bev Romanf VILLAGE CLERK Michael Gaeta TRUSTEE James H. Norris VII LAGE MANAGER

4 REQUEST FOR PROPOSALS Background Information Staffs both Villages I-Ilhrnn Estates and Palatine have been exploring the possibility an interconnect between the two water distribution systems as an emergency supply in case an interruption water supply to either one the two Villages occurs. A recent meeting Directors Public Works both Villages led to a decision to conduct an engineering study which will be funded & managed by both Village Hfman Estates and Village Palatine. The goal the study is to examine the water distribution systems both communities and to determine the feasibility for a water system interconnection. The system interconnect is to ensure continuous flow for fire protection (2,000 gpm to 6,000 gpm) and for domestic services (normally less than the fire protection flow) for customers in both communities during the period when the primary water supply has to be stopped for emergency repair. Engineering expertise in hydraulic evaluation both water distribution systems in the area for the system interconnect is critical to determine the available flow rate and pressure range from either communities. The following is a brief description water distribution systems both Villages: The I-Ifman Estates water distribution system is divided into three pressure zones: North pressure zone (the area generally north 1-90), South pressure zone (the area generally south 1-90 and east Barrington Road) West pressure zone, (the area west Bartlett Road). The west zone is an isolated system with no connections to the other two zones and will not be part this study. North and south zones are internally connected so that all ground storages (6, 920,000 gallons) located in the south zone can supply water to the north zone through interzone pump stations. Water is supplied to the two zones by Northwest Suburban Municipal Joint Action Water Agency (JAWA). JAWAs pump station with a maximum capacity 15.3 MGD is located south the 1-90 Tollway and has three pumps rated at 5,000 GPM each to provide pressure to fill water towers in the two zones. The average daily flow rate is currently around 4.0 MGD (higher in the past). Transmission water mains branching from the station further deliver water to the north and south zones through one 20 water mains and three 16 water mains. System water pressures in the north and south zones are normally between 40 psi to 65 psi. A hydraulic model was created and calibrated for the south zone in 2005 and it was updated with the addition the entire distribution system in the north zone in There have been no significant changes to the north and south zones that requires work on the hydraulic model. The south zone, with an average flow rate at 2.9 MGD, receives water through the 20 transmission line along Jones Road and a 16 water mains along I-Iuntington Road south. Multiple looping by 16 water mains has increased supply reliability for the south zone. South zone has a total two towers with a combined storage 500,000 gallons and an overflow level set at 952 feet AMSL. In addition there are two emergency wells (combined capacity 2,000 gpm) on standby.

5 The north zone, with an average flow rate at 1.1 MGD, receives water through a 16 transmission mains along Huntington Road north and a 16 water main along Ela Road. These two lines were constructed in the mid 1980 s. Both lines have 1-90 Tollway crossings in encasement. After the 1-90 Tollway crossing, the transmission lines are largely located in unpaved parkway areas. The approximate length the water main is about two miles in close vicinity Paul Douglas Forest Preserve in Cook County by Ela Road and Huntington Blvd. Recent construction at 1-90 Tollway may have increased the vulnerabilities for the north zone (a separate engineering study the vulnerabilities is to be completed for VOHE at the same time). North zone has a total three vater towers with a combined storage capacity 900,000 gallons and an overflow level set at feet AMSL. In addition there are three emergency wells (combined capacity 2,800 gprn) on standby. There is no ground storage facility in the north zone. The Village Palatine s (VOP) existing water distribution system comprised three pressure zones with pressure maintained by a total four elevated storage tanks and one standpipe. The Village has a total 13 active water storage facilities providing over 20 MG in storage volume. Water is distributed through a network over 280 miles water mains and six pumping stations. Secondary water supplies include interconnections with Rolling Meadows and Arlington 1-Jeights, and five water supply wells. The City Evanston s water treatment plant, located on the shore Lake Michigan, supplies treated water to the Northwest Water Commission (NWC) who in turn delivers to a northern and southern location within the VOP. The two NWC supply mains discharge to ground level reservoirs in Palatine, and water is then re-pumped to the Village s distribution system. The Village s contract with the NWC stipulates a maximum water delivery rate 1.8 times the VOP s Lake Michigan water allocation. This equates to approximately 14 mgd maximum water delivery rate. The VOP prefers to control water pressures between 40 and 70 psi throughout the water system. The vertical distance between the water level in the elevated tanks and the ground surface determines water system pressure at any given location in the Village. Due to differences in ground surface elevation throughout the community, the Village is divided into an East, Central, and West pressure zone. The Central Zone covers the largest part the Village, running continuously from the south end town to Dundee Road. The vast majority the Central Zone is bounded on the west by Roselle Road, on the north by US-14 and on the east by Rohlwing Road. The Shires and Little City developments, located west Roselle Road in the southwest corner Palatine, are also part the Central Zone. The Central Zone is supplied primarily from the south Lake Michigan water receiving station at the VOP Public Works facility located at 148 West Illinois Avenue. Additional water is supplied to the Central Zone via a dedicated transfer main between the East Zone s north Lake Michigan water receiving station and the Central Zone s Heron Drive pumping station. Low fire flows were observed in the areas The Shires and Little City developments and on the campus Harper College. Low fire flows were observed in these areas, primarily due to higher ground surface elevations and considerable distance from the Central Zone s only elevated tank. The construction a new elevated water tank in the area is planned to increase the amount storage available for emergency use and mitigate pressure variations.

6 The north zone for the VOl-TE is proximate to the central zone for the VOP. As shown by the attached map, the existing water mains both VOHE and VOP along Algonquin Road at Ela Road and Ashbuiy Lane are very close to each other. For reference, the attached exhibit shows the VOHE and VOP water system areas involved in this project and identifies the key features. Ultimately, the goal this engineering study is to enable the two municipalities to choose the best possible engineering plan for the potential interconnect the two systems that includes all necessary system infrastructure components such as construction additional water mains, booster station and pressure regulator valves. The outcome this engineering study should lead to Village staffs preparation a joint RFP for engineering services for the design, construction specifications and bid documents after a plan recommended by the engineer is accepted by both municipalities.

7 Scope Services 1. Attend a Kick-f meeting with VOFIE and VOP staff. 2. Obtain and become familiar with relevant water infrastructure information from Hfman Estates and Palatine on the existing systems. 3. Develop methodology for the evaluation and comparison options water system interconnection. The methodology must cover on the total construction cost, future maintenance work and operational functionality the interconnect facility. The relevant cost calculation must separate the infrastructure component solely necessary for the interconnect system and components that function both as general service extension and system interconnect. The relevant cost calculation must also assign a benefit sharing percentage each the infrastructure components necessary for the interconnect system for both communities. For example, if water main to be constructed for the interconnection would also serve a subdivision in one Village, only the cost for the over sizing and/or extra linear footage should be considered as solely necessary for the interconnect system. The methodology must be approved by both municipalities before they can be used for the engineering study. Analyze the two water distribution systems hydraulically across the municipal boundary (VOHE & VOP) and determine the feasibility various route options the interconnection. All options must be ranked in their desirability, according to the methodology. The work includes, but not limited to, completing the following tasks: a. Examine the interconnection option along the most direct route along Algonquin Road; 8 water main (VOP) versus 10 water main (VOHE). Perform sufficient investigations to determine the maximum flow capacity for an emergency supply that is hydraulically possible and obtain sufficient information to determine the infrastructure components that must be constructed and develop a concept engineering plan(s) for this option. b. Perform sufficient investigations to recommend two other routes (options) with concept engineering plans and costs. c. With input from both municipalities choose Ihe type booster station and pressure reducing valves and prepare concept engineering plan(s) for the construction a booster station and pressure reducing system if the difference the operating pressures both systems could not be resolved by other system modifications. d. With input from staffs from both VOHE and VOP recommend a cost sharing method for the two municipalities according to the concept plan(s), prepare estimates for the final engineering design and construction costs. 4. Meet with VOHE and VOP staffs to present findings and review the draft report. Present all options in meetings with the Hffirnn Estates Village Board and Palatine Village Board as needed and provide recommendation the most favorable options. Each the three options must include a detailed calculation the total cost in such a manner that each infrastructure component must be identified either necessary entirely or in percentage for VOFIE and VOP by a purely engineering method. The calculation the total project cost estimates must include the estimated costs required for future routine system maintenance during a period 20 years.

8 5. At the joint direction the I-Ifman Estates Village Board and the Palatine Village Board, produce the final report with the preferred concept interconnect plan. Fully develop the final engineering concept plan with enough details that the document will allow staff to formulate a RFP for the full engineering services for preparation the designs, specifications and bid documents for the construction interconnect and associated water system improvements. 6. Provide a breakdown the costs for the above services with an itemized list fees for each project task. Please provide the following input if your firm has not performed any engineering services to the two Villages within the past five (5) years: 7. Describe the firm s experience, stability, and history performance on projects similar in nature and locale to that which is considered. 8. Provide an overview statement how your firm monitors work in progress and the reporting systems used, Include examples actual progress reports and control devices used on other projects. 9. Provide resumes those personnel who might be considered to work on this project with attention to their qualifications, past performances, and acquaintance with the Village Hfman Estates local conditions. 10. Provide a list personnel, equipment, and facilities that will be assigned to the project 11. Describe any services to be subcontracted. 12. Provide a list similar projects, undertaken by the firm and the personnel who were engaged in the projects. Each reference shall include a contact name and a telephone number. 13. Submit a detailed description the methods and management approach including communication procedures, data collection, and similar considerations that will be utilized on the project. 14. Submit a schedule to indicate when work for this project could begin, and the amount time required to complete the proposed major tasks. Prepare the schedule referenced to an unknown notice to proceed date. 15. Provide a statement the firm s financial capability and strength. 16. I-las the firm or any ficer, partner, or owner the firm ever failed to complete a contract in the last five (5) years? If so, explain. 17. The proposal shall include a standard contract if the form contract included is not acceptable to the proposing engineer. The Village will provide additional information on insurance and liability protection requirements during the interview/selection process). 18. It shall be the responsibility the Engineer to provide all labor and equipment required to complete this contract.

9 Reguircd Insurance In submission this proposal, the company/firm is ceniving that he has all insurance coverages required by law or would normally be expected for company/firm s type business. In addition, the company/firm is that he has at least the following insurance coverages: Liability Limits Each Type Insurance Occurrence Aggregate GENERAL LIABILITY Bodily Injury $1,000,000 $3,000,000 Property Damage 1,000,000 3,000,000 Contractual Insurance- Broad Form 1,000,000 3,000,000 Liability Limits Each Type Insurance Occurrence Aggregate AUTOMOBILE LIABILITY Bodily Injury S 1,000,000 $1,000,000 Property Damage 1,000,000 1,000,000 This insurance must include non-owned, hired, or rented vehicles, as well as owned vehicles. ceairing WORKMEN S COMPENSATION & OCCUPATIONAL DISEASES: Employers Liability Coverage: Statutory for Illinois $1,000,000 per accident NOTE: The specifications may require higher limits or additional types insurance coverages than shown above and the contractor will be required to furnish a certificate pro insurance coverages. The company/firm further agrees to indemnify the VOHE and VOP and hold them harmless against and from all loss, damage, expense, liability or claim liability arising out the performance the contractor, any subcontractors or his employees in connection with the contract, Contractors and subcontractors are to grant the VOI-IE and VOP an additionally insured status on all applicable insurance policies and provide the VOHE and VOP with original endorsements affecting coverage required by this clause. Said policies will not be canceled unless the VOHE and VOP are provided a thirty (30) day written notice. Any deductibles or self-insured retentions must be declared to and approved by the VOHE and VOP. At the option the VOHE and VOP, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the VOHE and VOP or the Contractor shall procure a bond guaranteeing payment losses and related investigation, claim administration and defense expenses. Nothing contained in the insurance requirement shall be construed as limiting the extent the contractor s responsibilities for payment damages resulting from his operations under this.

10 (I) Make and keep, for a period not less than 3 years, records all laborers, mechanics, and other workers (a) While participating on public works, the contractor and each subcontractor shall: Certified payroll Bidder shall comply with the requirements 820 ILcSJ3O/5, Certified payroll Prevailing rates wages are revised by the Illinois Department Labor and are available on the Department s ficial website. Consultant agrees to maintain all records and documents for projects the Village in compliance with the Freedom Information Act, 5 ILCS 140/I ci seq. In addition, Consultant shall produce records which are responsive to a request received by the Village under the Freedom Information Act so that the Village may provide records to those requesting them within the time frames required. If additional time is necessary to compile records in response to a request, then Consultant shall so notify the Village and if possible, the Village respond to a request under the Act, then Consultant shall indemnify and hold the Village harmless, and pay all amounts determined to be due including but not limited to fines, costs, attorney s fees and penalties. with the Freedom Information Act due to Consultant s failure to produce documents or otherwise appropriately shall request an extension so as to comply with the Act. In the event that the Village is found to have not complied Maintaining All Records and Documents records identified in paragraph (1) subsection (a) this Section to the public body in charge the project, within this State. (b) Upon 2 business days notice, the contractor and each subcontractor shall make available for inspection the its ficers and agents, and to the Director Labor and his deputies and agents. Upon 2 business days notice, the contractor and each subcontractor shall make such records available at all reasonable hours at a location not less than the general prevailing rate hourly wages required by this Act; and (iii) the contractor or the general contractor does not knowingly rely upon a subcontractor s false certification. Any contractor or shall keep the records submitted in accordance with this paragraph (2) subsection (a) for a period not less subsection (a). The certified payroll shall be accompanied by a statement signed by the contractor or available in accordance with the Freedom Information Act. The public body shall accept any reasonable subcontractor which avers that: (i) such records are true and accurate; (ii) the hourly rate paid to each worker is subcontractor is aware that filing a certified payroll that he or she knows to be false is an Class B misdemeanor. subcontractor subject to this Act who fails to submit a certified payroll or knowingly files a false certified submissions by the contractor that meet the requirements this Section. project. The certified payroll shall consist a complete copy the records identified in paragraph (1) this payroll is in violation this Act and guilty a Class B misdemeanor. The public body in charge the project than 3 years. The records submitted in accordance with this paragraph (2) subsection (a) shall be considered public records, except an employee s address, telephone number, and social security number, and made (2) Submit monthly. in person, by mail, or electronically a certified payroll to the public body in charge the A general contractor is not prohibited from relying on the certification a lower tier subcontractor, provided when available, social security number, classification or classifications, the hourly wages paid in each pay period, the number hours worked each day, and the starting and ending times work each day; and employed by them on the project, the records shall include each worker s name, address, telephone number Prevailing Wage

11 RESOLUTION NO ILLAGE OF HOFFMAN ESTATES RESOLUTION SEflING FORTH A PREVATLING HOURLY WAGE RATE PAID TO ENGAGED IN EMPLOYEES WORK AVARDEI) UrDER PUBLIC CONTRACI WHEREAS, 820 ILCS 130/03 requires that the general prevailing hourly wage rate shall paid to employees engaged in work awarded under public contract; and WHEREAS, rise statutes further provide that these rates be publicly Fasted raid/or kept available for inspection by interested parties and that a certified copy there be tiled in the fice the Illinois Department Labor in accordance with 820 ILCS 130/9 January 1, 2015). b (effective NOW, THEREFORE, BE l l RESOLVED by the President and Board maislces the Village Estates, Cuol and Kane Counties, Illinois. as follows: Section 1: That it tins been ascertained that the wage sales as attached hereto as Exlnhit A as determined by the Illinois Department Labor nra the prevaiting hourly rates during the month June 2015 being paid to all skilled and unskilled workers engaged in the construction strcels orliuffnian and other projects under the Village Hfman Estates jurisdiction from am afier this date. Secdon 2: That the above information shall not be construed to apply to Use prevailing hourly wage roles for employment in Hfinno Estates other than l uhl ic Works consmsction as defined in the Act, Sectinn 3: That the Village Clerk the Village hfman Estates is hereby directed to file, no later titan July 15, 2016, a certified copy Oils Resolution in the Office the Illinois Department cc1lciia: That this Resoltition shall he in ftill force and effect immediately flout and after its passage and approva!. Labor, PASSLDTHIShdnyuf July 2016 VOTE AYE NAY ABs Lrn ABSTAIN Trustee Karen V. Mills X Irustec Anna Newell Trustee Gory 3. Pilaflis X Trustee Gary 0. Stanton X Trustee Michael Gueta X Trustee Gayle Mayar Wiltino, \ andenhcrch 0. MeLeodX X APPROVED THIS IItIDAY OF Jufl,2016 LaJfrW. 1htc te( Village President ATTEST: Village Clcrk

12 Return with Proposal SUBSTANCE ABUSE PREVENTION PROGRAM CERTIFICATE The undersigned, upon being first duly sworn, hereby certifies to the (Client) that (Contractor) has in place a written Substance Abuse Prevention Program that meets or exceeds the requirements the State Illinois P.A , or has a collective bargaining agreement in effect dealing with the subject mailer PA The Contractor and Subcontractors will file a copy the Substance Abuse Prevention Program, or collective bargaining agreement, with the Client prior to any work being conducted on the project. By: (Name Contractor) (Title) Subscribed this and sworn to before me day 20_. My Commission Expires: Notary Public SEAL

13 BIDDER FIRM NAME: REFERENCES Return with Proposal BIDDER NOTE: Bidder shall provide as many customer references as possible for work/equipment IDENTICAL to that which bidder has proposed within this call for bids. MANDATORY INFORMATION BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE:

14 The RFP should be submitted with all itemized engineering fees to: design performance, approach to project and references. Proposals vi1] be reviewed according to, but not limited to, the following criteria: conformance with the REP requirements, previous experience, technical competence, Water and Sewer, at All inquiries regarding this RFP are to be directed to Haileng Xiao, Superintendent waive any technical or procedural deficiencies or omissions; and to accept that proposal which it deems most favorable to the Village HfiTifin Estates after al proposals have Hfman Estates. been examined and canvassed. All proposals become the property the Villages Hfman Estates resen es the right to reject any and all proposals as well as the right to All submittals are to be received no later than February 10, 2017 by 4:00 p.m. The Village 2305 Pembroke Avenue Haileng Xiao Superintendent Water and Sewer Village Hfman Estates Hfman Estates, IL Department Public Works Special Provision and Instructions

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