Biosolids Handling Facility Project at the Hailey Wastewater Treatment Plant

Transcription

1 City of Hailey Public Works Department Hailey, Idaho Request for Statements of Qualification Construction Engineering & Inspection Services Biosolids Handling Facility Project at the Hailey Wastewater Treatment Plant December 2014

2 Table of Contents Request for Statements of Qualification... ii PART I: PROJECT OBJECTIVES AND BACKGROUND 1.1 Goal Statement Project Objectives and Background Information Anticipated Schedule...2 PART II: GENERAL INFORMATION 2.1 Purpose of the SOQ Components of the Project to be Addressed by the SOQ Conditions of the Contracting Process Criteria to be Addressed in the SOQ Evaluation Process Prime Engineering Firm Non-Obligation Business and Professional Licenses Insurance Taxes and Fees SOQs Public Information Contract Negotiations...7 PART III: SOQ REQUIREMENTS 3.1 Submission Requirements Delivery of SOQ SOQ Costs Acceptance RFQ Clarifications and Inquiries SOQ Rejection...9 PART IV: SOQ FORMAT 4.1 SOQ Submittal Format Instructions Letter of Transmittal and Certification of Statement of Qualifications Executive Summary Company Profile Engineering Firm Team Qualifications Proposed Approach and Implementation Client References Addenda Acknowledgements Rates, Overhead and Multiplier...12 Appendix A: Certification of Statement of Qualifications i

3 Request for Statements of Qualification Construction Engineering & Inspection Services for the Biosolids Handling Facility Project at the City of Hailey Wastewater Treatment Plant The City of Hailey, Idaho is accepting sealed Statements of Qualification (SOQ) to provide construction engineering and inspection services for the Biosolids Handling Facility Project. Project design is not part of this Request for Qualifications (RFQ). The full RFQ document is available on the city s website, Printed copies are also available at Hailey City Hall, Public Works Department, 115 S Main St., Suite H, Hailey, Idaho. Responses will be accepted until 2:00 p.m. MST on January 9, Submit one (1) original and four (4) complete paper copies of response. Clearly mark the outside mailing envelope with the firm s name and address and SOQ for CEI: Biosolids Handling Facility. Deliver to: U.S. Postal Service Delivery/Courier: Hailey City Hall Hailey City Hall ATTN: Public Works Department ATTN: Public Works Department 115 S Main St., Suite H 115 S Main St., Suite H Hailey, ID Hailey, ID Questions regarding this RFQ should be directed in writing, via facsimile or to: Mariel Platt Director, Public Works City of Hailey 115 S Main St., Suite H Hailey, ID mariel.platt@haileycityhall.org FAX: (208) The City of Hailey is not responsible for questions that are not received. Publish: Idaho Mountain Express December 17, 2014 December 24, 2014 ii

4 1.1 Goal Statement PART I: PROJECT OBJECTIVES AND BACKGROUND It is the goal of the City of Hailey to provide adequate water, wastewater, stormwater drainage, and transportation infrastructure for all areas of the city, consistent with protecting the health, welfare and quality of life of city residents under direction from the City Council, and meeting the technical standards of the city s Public Works Department. The intent of this Request for Statements of Qualification (RFQ) is to select an engineering firm to provide construction engineering and inspection services for the Biosolids Handling Facility Project at the Hailey Wastewater Treatment Plant. The project design is being accomplished under a separate contract. 1.2 Project Objectives and Background Information The City of Hailey operates a sequencing batch reactor (SBR) with an aerobic digester for sludge storage and stabilization. The aerobic digester is located in the former packaged wastewater treatment plant built in The packaged plant was not designed to serve as an aerobic digester, although the city has been able to utilize the infrastructure for an additional 14 years after the Woodside treatment plant was constructed in Thickened liquid sludge is hauled to drying beds at the Blaine County Ohio Gulch Landfill for drying to meet Class B biosolids requirements and final disposal. The City of Hailey recently completed the 90 percent design of the Solids Handling Improvements identified in the preliminary engineering report (PER) and the 2010 Facility Plan. The recommendation in the PER included a process that will allow for meeting Class B biosolids requirements at the treatment plant through aerobic digestion and utilizing sludge thickening and sludge dewatering to produce a cake product. This will in turn allow for a lower trucking cost to take solids to Ohio Gulch and reduce the amount of waste entering the landfill facility. The project will include demolition of the existing packaged plant and construction of a new equipment building and two new aerobic digesters. The equipment building will house a screw press, thickeners, auger, blowers, pumps, chemical feed units, and associated process piping. Each digester is a concrete tank with associated aeration piping and diffusers, jet mixing piping, and covers. Project plans are available via Dropbox after registering with the City of Hailey Public Works Department. Respondents may register by or fax to the following: Tracy Anderson Coordinator, Public Works 115 S Main St., Suite H Hailey, ID tracy.anderson@haileycityhall.org FAX: (208) Page 1

5 1.3 Anticipated Schedule Construction Engineering and Inspection Services Issue Request for Statements of Qualification...12/17/14 Deadline for written questions...12/30/14 Publish final RFQ addenda...01/05/15 Statements of Qualification due...01/09/15 Ranking of qualified firms complete...01/14/15 Interviews with top three (3) qualified firms...01/15-01/16/15 City Council approval of top ranked firm...week of 01/19/15 Negotiations with top firm to provide services...01/26-02/06/15 City Council award of contract...week of 02/09/15 Construction Contract Timeline Issue Request for Prequalification Proposals...12/17/14 Prequalification Proposals due...01/09/15 Issue invitation to qualified bidders...03/18/15 Mandatory pre-bid conference...03/25/15 Bid opening...04/15/15 Bid Award...04/29/15 Notice to Proceed...05/14/15 Substantial Completion...02/09/16 Final Completion...03/15/ Purpose of the SOQ PART II: GENERAL INFORMATION The City of Hailey is seeking Statements of Qualification (SOQ) from qualified engineering firms to provide construction engineering and inspection services for the Biosolids Handling Facility Project. The city intends to move directly from a ranking of interested firms based on their SOQs and subsequent select interviews, to the development of a negotiated scope of work and a contract for services with the highest ranked firm. 2.2 Components of the Project to be Addressed by the SOQ The SOQ of interested engineering firms shall state their qualifications to provide the following services under contract to the city: A. Construction Administration Under the direction of the City of Hailey, act as the city s Representative to provide general contract administration, working principally through the Contractor s superintendent. Assure the intent of the construction documents is understood and carried out by the Contractor. Includes analysis of plans, specifications and other contract documents, and recommendation of necessary or desirable changes to accomplish the project in accordance with the intent of the design. Page 2

6 Includes pre-construction conference, weekly coordination meetings and other project-related meetings; preparing monthly progress report; analyzing Contractor s work schedule and assuring adherence to same; maintaining project records; processing pay estimates; processing shop drawing and material submittals; analyzing and negotiating change orders; and other construction administration activities. B. Project Inspection Monitor the Contractor s work in progress to verify the work is in substantial conformance with the construction documents. Attend weekly coordination meetings; keep daily diary; take photographs; monitor safety policy and safety provisions of the contract; recommend corrections for any omissions, substitutions, defects and deficiencies in the work; receive and review all information regarding testing, inspections and approvals required by the construction documents; maintain record of field changes; verify work progress coincides with pay estimates; and other project inspection activities. C. Project Closeout Acquire and prepare project closeout documents, including all supporting records. Verify all documents have been received prior to project acceptance; includes any documents not previously received, any certificates of inspections, testing and approvals, shop drawings, material submittals, samples, as-built drawings, etc. Conduct inspection of project to determine substantial completion. Conduct final inspection to determine final completion. NOTE: HDR Engineering, Inc., is the Engineer of Record for the project design. If necessary, project design questions or clarifications that may arise during construction will be communicated to the owner, who will be responsible for communication with HDR Engineering, Inc. 2.3 Conditions of the Contracting Process The City of Hailey sets forth the following conditions for the contract of the project: A. The city will select and rank the top three (3) firms to interview, based on their SOQ provided in response to this RFQ. B. The city assumes that submittals of SOQs are based on the engineering firm having reviewed all the information included on the city s website pertaining to this project. C. The city will begin negotiating a scope of work for the project with the top ranked firm among the three (3) firms interviewed. Should the city be unable to reach agreement on the scope of work and cost for the project with the top-ranked firm, it will begin negotiations with the 2 nd ranked firm, and so on. D. The city expects the duration of project construction to be from approximately May 15, 2015 to March 15, Page 3

7 E. The city expects that professionals identified in a firm s response to the RFQ will be the same professionals who will do the majority of the work during the project. F. The city expects that respondents will show substantial experience with the design and construction of wastewater treatment plant modifications in an existing wastewater treatment facility. G. The city expects that the selected firm will have a Professional Engineer, registered in Idaho, as the project manager to facilitate communications and understanding of the design and construction phases and to help make decisions as issues arise. 2.4 Criteria to be Addressed in the SOQ The following criteria shall be fully addressed in the SOQ: A. Firm s history and capability to perform the services identified above. B. Relevant project experience. C. Qualifications of the Project Manager. D. Qualifications of project team members. E. Project approach. F. References G. Clarity and brevity of the SOQ submitted. 2.5 Evaluation Process NOTE: This is an evaluation of the respondent s qualifications; do not include a proposed fee or a proposed budget. Do, however, include the firm s rates, overhead and multiplier (if any). This information will not be used in the evaluation or selection process. The evaluation will be based on information provided related to the selection criteria in section 2.4 A-G as follows: A. Firm s history and capability to perform the services identified above. (rating x 5) B. Relevant project experience. (rating x 15) C. Qualifications of the Project Manager. (rating x 10) D. Qualifications of project team members. (rating x 10) Page 4

8 E. Project approach. (rating x 20) F. References (rating x 15) G. Clarity and brevity of the SOQ submitted. (rating x 5) Each of the criteria above will be rated 5 (excellent) to 0 (poor or non-responsive) and weighted by the number in parentheses for each above. Final rating will be the total of each rating value for A-G. The evaluation will be completed by a city evaluation panel and confirmed by the mayor and city council. The evaluations are the sole discretion of the city, and the city s decisions in the evaluation process and moving forward with the development of a contract are final and not open to administrative appeal. 2.6 Prime Engineering Firm It is recognized that several respondents may wish to combine their resources in responding to this RFQ. An SOQ with such a combination is acceptable, provided that the complete SOQ contains all the required information, and indicates which engineering firm shall be responsible for each of the components that make up the complete set of services. In addition, there must be a prime engineering firm designated to perform all project activities. All ongoing support, maintenance, changes and support contracts for the implemented services must be coordinated through a single engineering firm. It is anticipated that the city will enter into a single contract with the prime engineering firm for the entire proposed services. The prime engineering firm is liable for the success and ongoing support of the proposed services, regardless of the involvement of other engineering firms. 2.7 Non-Obligation Receipt of SOQs in response to this RFQ does not obligate the city in any way. The right to accept or reject any engineering firm shall be exercised solely by the city. The city shall have the right to waive any defects in the SOQ at its sole option. The city shall retain the right to abandon the RFQ/SOQ process at any time prior to the actual execution of a contract with an engineering firm, and the city shall bear no financial or other responsibility in the event of such abandonment. 2.8 Business and Professional Licenses Prior to the start of any work, the successful engineering firm and all subcontractors are required to hold valid business and professional licenses and registrations that may be required by the State of Idaho. Page 5

9 2.9 Insurance The engineering firm shall obtain, prior to beginning any work under this contract and shall maintain in full force and effect for the term of this contract, at the engineering firm s expense, comprehensive general liability and automobile insurance policies for bodily injury, including death, and property damage, including coverage for owned, hired or non-owned vehicles, as applicable, for the protection of the engineering firm and the City of Hailey, its elected and appointed officials, officers, agents, employees and volunteers as additional insureds. The policies shall be primary policies, issued by a company authorized to do business in the State of Idaho and providing general liability coverage in the amounts, at a minimum, required by laws and regulations of the State of Idaho. The engineering firm and its subcontractors, if any, are subject to Idaho s Workers Compensation Law, which requires all employers that employ subject workers who work under this contract in the State of Idaho to provide the required workers compensation coverage, unless such employers are exempt. The prime engineering firm shall ensure that each of its subcontractors, if any, also complies with these requirements. Successful engineering firm will be required to supply proof of errors and omissions insurance prior to commencing work on the project. The City of Hailey will be listed as an additional insured on all policies and all policies are on a primary and non-contributory basis and issued by a company authorized to do business in the State of Idaho. All policies shall contain provisions to the effect that in the event of payment of any loss or damage the insurers will have no rights of recovery against any of the insureds or additional insureds Taxes and Fees The City of Hailey is exempt from federal excise tax and Idaho sales and use tax and will provide proof upon written request. If an engineering firm is required to pay any taxes or fees incurred as a result of doing business with the city, the engineering firm shall be solely responsible for payment of those taxes or fees SOQs Public Information The city will attempt to protect legitimate trade secrets of the engineering firm. Any proprietary information contained in the engineering firm s SOQ must be clearly designated and shall be labeled with the words Proprietary Information. Marking the entire SOQ or any one or more of the major sections as proprietary will neither be accepted nor honored. The engineering firm should be aware that the city is required by law to make certain records available for public inspection with certain exceptions. The engineering firm, by submission of materials marked proprietary, acknowledges and agrees that the city will have no obligation or liability to the engineering firm in the event that the city must disclose these materials. All Page 6

10 pricing related materials will be a public record upon completion of this competitive process and the intent to award has been issued. The City of Hailey, to the extent allowed by law, will honor a designation of nondisclosure. If you claim material to be exempt from disclosure under the Idaho Public Records Law, the engineering firm expressly agrees to defend, indemnify and hold harmless the City of Hailey from any claim or suit arising from the city s refusal to disclose any such material. Any questions regarding the applicability of the Public Records Law should be addressed to the proposer s own legal counsel prior to submission Contract Negotiations Upon ranking of the interviewed firms, contract negotiations shall commence. Contract negotiations will require the selected engineering firm to proceed with the development of a scope of work and costs for all the components of the project identified in section 2.2. If any engineering firm fails to provide the necessary scope of work and cost information for negotiations in a timely manner, does not negotiate in good faith, or cannot perform the contract for the project, the city may cancel negotiations with that engineering firm and commence negotiations with the next ranked engineering firm. If the city deems there is no engineering firm that is viable, it will cancel the procurement. All aspects of the scope of work, pricing and contract provisions may be subject to negotiation, except for contract provisions required by City of Hailey and Idaho law. 3.1 Submission Requirements PART III: SOQ REQUIREMENTS To facilitate evaluation of SOQs, one (1) original and four (4) copies shall be submitted to the delivery address below. The SOQ shall be prepared with a straightforward, concise delineation of the engineering firm s capabilities to satisfy the requirements of this RFQ. SOQs must be received no later than 2:00 p.m. MST, January 9, Late SOQs will not be considered. Deliver to: U.S. Postal Service Delivery/Courier: Hailey City Hall Hailey City Hall ATTN: Public Works Department ATTN: Public Works Department 115 S Main St., Suite H 115 S Main St., Suite H Hailey, ID Hailey, ID SOQ envelopes should be marked with SOQ for CEI: Biosolids Handling Facility, the name of the engineering firm and the date. If shipped UPS, FedEx, or some other courier service, the project name needs to be clearly marked on the Page 7

11 outside shipping label. The city will bear no responsibility for mail that is late or misdirected because of the proposer s failure to properly address the envelope/package. Note: Any deviation from these requirements may result in your SOQ being considered non-responsive, thus eliminating your SOQ from further consideration. 3.2 Delivery of SOQ Each SOQ must be received by the date and time set for closing receipt of SOQs. The city cautions engineering firms to assure actual delivery via delivery receipt of mailed or handdelivered SOQs directly to the delivery address prior to the established deadline. SOQs received by the city after the established deadline will be returned, unopened, to the engineering firm. Please note that the city may not always receive overnight delivery, even though the carrier may assure delivery. 3.3 SOQ Costs Those submitting SOQs do so entirely at their own expense. There is no expressed or implied obligation by the city to reimburse any individual or firm for any costs incurred in preparing or submitting SOQs, providing additional information when requested by the city, or for participating in any selection interviews. 3.4 Acceptance Submission of any SOQ indicates acceptance of the conditions contained in the RFQ unless clearly and specifically noted otherwise in the SOQ. 3.5 RFQ Clarifications and Inquiries All engineering firms are prohibited from contacting city officials or staff regarding this RFQ between the time of issuance of the RFQ and contract award, unless such contact is made through the city contact specified below. Failure to comply with this provision could result in rejection of engineering firm s SOQ. All questions regarding the SOQ documents and SOQ should be directed in writing, via facsimile, or to: Mariel Platt Director, Public Works City of Hailey 115 S Main St. Hailey, ID mariel.platt@haileycityhall.org FAX: (208) Page 8

12 The deadline for receipt of written questions to be answered is December 30, 2014 at 2:00 p.m. MST. The city is not responsible for questions that are not received. The engineering firm is responsible for ensuring that the contact person listed above receives the written questions. Answers to all questions will be compiled and posted on the City of Hailey s website for viewing by all engineering firms. Final posting to the website will occur on January 5, SOQ Rejection The city reserves the right to reject any and all SOQs, in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive or conditional SOQs. Any SOQ received after the date and hour set for the SOQ receipt will not be considered. PART IV: SOQ FORMAT 4.1 SOQ Submittal Format Instructions Each engineering firm is required to submit, in a sealed package or box, one original and four (4) hard copies of their SOQ. The original SOQ must be clearly marked ORIGINAL and contain all original signatures. In order to facilitate the analysis of responses to this RFQ, engineering firms are required to prepare their SOQs in accordance with the instructions outlined in this section. Engineering firms whose SOQs deviate from these instructions may be considered nonresponsive and may be disqualified at the discretion of the city. SOQs should be prepared as simply as possible and provide a straightforward, concise description of the engineering firm s capabilities to satisfy the requirements of the RFQ. Excessive length is neither required nor desired, and will be considered in evaluation of SOQs. Expensive bindings, color displays, promotional material, etc., are not necessary, nor desired. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures and tables should be numbered and clearly labeled. The SOQ should be organized into the following major sections: 4.2 Letter of Transmittal and Certification of Statement of Qualifications This letter should include the complete name of firm(s) or person(s) submitting a SOQ, the main office address(es), primary and secondary contact person(s) and their respective telephone Page 9

13 numbers (including area codes) and addresses. The letter should have attached the Certification of Statement of Qualifications (Appendix A). 4.3 Executive Summary This part of the response to the RFQ should be limited to a brief narrative highlighting the engineering firm s SOQ. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The Executive Summary should not exceed two pages (single-sided) in length. 4.4 Company Profile Engineering firms and subcontractors (if any) must provide information about their company so that the city can evaluate the engineering firm s stability and ability to support the commitments set forth in response to the RFQ. The city, at its option, may require an engineering firm to provide additional information and/or clarify requested information. Provide the business name, address, principal place of business, telephone number, and fax number of the legal entity or individual with which a contract would be written. Also provide an overview of the company, including the main features and benefits of its services and how they address the city s project needs. In addition, please answer the following questions with a yes or no and provide an explanation for any yes answers. Has your firm or any of its parents or subsidiaries (or any of its owners, officers or partners), in the last ten (10) years: Had any claims requiring mediation, arbitration, litigation or other formal dispute resolution from ongoing or former projects? Had a bankruptcy petition filed in its name, voluntary or involuntary? Had insurance terminated by a carrier due to excessive claims history and/or nonpayment of premium? Been debarred, disqualified, removed or otherwise prevented from proposing on, or completing, any government agency or public works project for any reason? Ever been found guilty in a criminal action for making any false claim or material misrepresentation to any public agency or entity? Ever been convicted of a crime involving any federal, state, or local law related to bidding, award or performance of a project? Page 10

14 4.5 Engineering Firm Team Qualifications The prime engineering firm must identify its professional staff members who would be personally involved in the proposed project, including each person s prior experience in designing, implementing, and supporting similar projects. Indicate the location of the office where each normally works. Engineering firms must provide résumés of key team members and describe their proposed project organization and staffing. The city expects that the key individuals identified in the SOQ will be assigned to the project. SOQs must commit these individuals to the project and the city reserves the right to approve any substitutions for these individuals. Engineering firms selected for onsite interviews must include a Project Manager as part of the interview team. This Project Manager will be identified in the RFQ response and it is the expectation of the city that this manager will lead the actual project if a contract is awarded. The Project Manager must be a licensed Professional Engineer in Idaho. 4.6 Proposed Approach and Implementation The engineering firm must provide a detailed plan for implementing the proposed project. This plan must include: Project approach Detailed implementation methodology Major activities and deliverables Schedule and milestones The successful engineering firm will use this as the basis of the actual scope of work for the City of Hailey for the development of the contract. 4.7 Client References Engineering firms should provide at least five (5) client references; at least three (3) must be for public sector entities, preferably of a similar size, that have utilized similar services from the engineering firm. 4.8 Addenda Acknowledgements If revisions become necessary, the city will provide written addenda to this RFQ. Addenda will be posted on the City of Hailey website by 5:00 p.m. on January 5, Engineering firms are responsible for checking the city website for any addenda and adjusting their SOQ as applicable. Failure to do so could result in an unresponsive SOQ. Page 11

15 4.9 Rates, Overhead and Multiplier This is an evaluation of the respondent s qualifications; do not include a proposed fee or a proposed budget. Do, however, include the firm s rates, overhead and multiplier (if any). This information will not be used in the evaluation or selection process. Page 12

16 APPENDIX A: CERTIFICATION OF STATEMENT OF QUALIFICATIONS RFQ Title: Construction Engineering and Inspection Services Biosolids Handling Facility Project Hailey Wastewater Treatment Plant SOQ Due Date: 2:00 p.m. MST, January 9, 2015 I, the undersigned, having carefully examined the above referenced RFQ document, and all other related material and information, agree to furnish the Statement of Qualifications to the City of Hailey. I further agree that I will at all times protect the city s information and not make it available to any other source than the city, unless so directed by the city in writing. If this SOQ, or portion thereof, is accepted by the city and award is made thereon, I agree to enter into negotiations with the city to develop a scope of work and budget for the services being requested in this RFQ. I hereby certify that this statement of qualifications is genuine and that I have not entered into collusion with any other proposer(s), engineering firm(s) or any other person(s). Authorized Signature Date Printed Name Phone Number Title Tax Identification/SS # Company Name Address RETURN THIS COPY (SIGNED) WITH YOUR SOQ Page 13