REQUEST FOR PROPOSAL (RFP # ) FOR STORM DRAIN MASTER PLAN AND CAPITAL IMPROVEMENTS PLAN UPDATE

Transcription

1 Page 1 of 13 REQUEST FOR PROPOSAL (RFP # ) FOR STORM DRAIN MASTER PLAN AND CAPITAL IMPROVEMENTS PLAN UPDATE Springville City desires to retain the services of a Professional Consulting Engineering Firm to update the City's Capital Improvements Plan. The master plan will include developing a computer model of the storm drain collection system, evaluating the existing collection system for deficiencies, identifying projects for upgrading the storm drain collection system to remedy deficiencies and accommodate future growth and expansion (in a prioritized order), updating existing system maps, and preparing project cost estimates. The Capital Improvements Plan will consolidate, summarize, and prioritize (in five year increments), the projects identified in the master plan. The plan will include a cost estimate for each of the identified projects and determine what percentage of the project cost is due to existing conditions and what portion is attributed to future growth (Impact Fees). This plan will be used to update the storm drain impact fees in the future. Consultant technical and fee proposals will be due to the City per section G below. A. BACKGROUND The City owns and operates storm drain system facilities consisting of storm drain pipelines ranging in diameter from 12-inch to 48-inch. Additionally, significant portions of the City presently drain to irrigation ditches of several irrigation companies within Springville City limits. Seven (7) irrigation companies operate in Springville City providing water to both the undeveloped agricultural lands located to the west and some garden tickets to homes within the developed portions of the City. The delivery ditches meander throughout the City and have been utilized as storm water drainages in the past. There is also a drainage district operating in the western portion of the City that conveys groundwater from land drains to Utah Lake. The current storm water service area covers approximately 18 square miles and drains to four primary drainage basins: the Land Drain Drainage Basin (western portion of the city), Dry Creek Drainage Basin (southern portion of the city), Spring Creek Drainage Basin (northern portion of the city) and the Hobble

2 Page 2 of 13 Creek Drainage Basin (running diagonal through the center of the city). The current Storm Drain Master Plan (SDMP) was completed in two volumes, the Land Drain and Dry Creek Drainages in March 2007 and the Spring Creek and Hobble Creek Drainages in February Both plans were completed by Hansen Allen and Luce, Engineers (HAL). The current Storm Drainage Capital Improvements Plan was also completed by HAL in September of Since these studies, City staff and consultants have increased the amount and accuracy of information available for the stormwater system. Also in the meantime, several projects have been executed that improve and change the system in ways that have affected its functional behavior; information from these sources has not yet been reflected in stormwater models. Finally, the City has recently updated the Springville City General Plan (2011) which has changed land use and development potential for areas throughout the City. Some, but not all, of the critical storm drain manholes have been GPS located and opened to determine the piping configuration, pipe size, and direction of flow. This information is currently being used to upgrade the City's storm drain system GIS database system. While not complete, this storm drain manhole rim elevation and flow line measure down data will be available for this study. B. AVAILABLE INFORMATION The following information is available from the City and will be provided to assist the study effort: Digital base map (ArcGIS format) of the City including the following informational layers: 2009 aerial photography, current property lines, current road ROW's, current City land use and zoning plan, current master transportation plan (showing current and future roadways), the current existing storm drain collection system facilities layout (including some GPS location of manholes, rim elevations, size of pipes, flow direction, and some invert elevations). Electronic contour data created in NOTE Contour data is in NGVD29 and all City GIS data is in NAVD88. Current City Storm Drain Design and Construction Standards Current City Flood Plain Ordinance Storm Drainage Master Plan (Land Drain and Dry Creek Drainages), Hansen, Allen and Luce (March 2007) Storm Drainage Master Plan (Spring Creek and Hobble Creek Drainages), Hansen, Allen and Luce (February 2008) Storm Drain Capital Improvements Plan, Hansen, Allen and Luce (September 2008) HEC-HMS Model from Master Plan Current Storm Water Utility Ordinance City Utility Maps and list of open channel outfalls (in progress). C. PROJECT OBJECTIVES The primary objectives of this study are listed below: 1. Develop and deliver a model, compatible with the City s computer systems, of the City's storm drain collection system.

3 Page 3 of Identify deficiencies in the existing storm drain collection system, then recommend and prioritize project improvements to correct deficiencies. Include existing pipeline outfalls as identified by the City and documented by consultant s limited field exploration. Make recommendations regarding the need for additional or enlarged detention facilities. 3. Evaluate future flow projections and the impact of future development on flow projections. Make recommendations for extending, expanding, or modifying conveyances and regional detention to provide service to expanding service areas identified by the City. 4. Analyze and update the City's current storm drain master plan and capital projects list to identify and recommend needed capital improvements. Prioritize projects to be completed in the first five year period. Compile a list of future projects needed for the next 20 years and arrange them into a sliding 5-year window capital improvement projects schedule. 5. Provide detailed present-worth cost estimates for recommended improvement projects within the first 5 year window, and provide master plan level cost estimates for the 20-year project list. 6. Identify operational issues which may need to be improved upon, including compliance with NPDES and regulation of sediments and other matter that needs to be controlled. D. SCOPE OF WORK The consultant scope of work shall include the following primary tasks: Task A: Progress Meetings Meet with City staff at key points throughout the course of the study to review and discuss the overall progress. Progress meetings shall include the kickoff meeting and review 50%, 90% and 100% (City Council Presentation), and at least three additional progress/working meetings. Task B: Data Collection and Review The consultant shall collect and review the information available as listed in Section B above, as well as other existing pertinent information, including flow data, record drawings, reports, etc. The City shall provide field-verified information of the storm drain collection system and rim/invert elevations, where available, of manholes on modeled pipelines. The consultant shall input the data into the storm drain collection system model. Consultant shall review the current operational equipment and procedures used by the City's storm drain maintenance staff to become familiar with current operational and maintenance issues. Consultant shall thoroughly review the existing master plan study and hydraulic/hydrologic model to verify the existing system deficiencies and necessary system upgrades. The consultant shall identify areas of deficiency in the data and provide recommendations for obtaining such data and assist in the gathering and obtaining of such data. Data from the existing study shall be incorporated into the new study so that the end result is an updated, seamless City-wide comprehensive storm drain master plan capital improvements plan. Task C: Develop Computer Model of Storm Drain System The consultant shall analyze available computer modeling software and recommend software best suitable for the City's needs. The consultant shall utilize field, GIS and record drawing information provided by

4 Page 4 of 13 the City to develop a dynamic computer model of the City's storm drain collection system. Data for the model shall have the capability of being stored in the City s GIS database. The modeling software shall dynamically simulate storm drain system operations, shall be compatible with the City's current GIS data system, and have the capacity to utilize the digital system inventory as a system management tool. Field information on rim/invert depths collected by the City shall be incorporated into the storm drain model. Review of GIS and record drawing information of the City's collection system may also be necessary. The model shall be used to identify existing system capacities, to identify existing system capacity deficiencies, identify system capacity deficiencies caused by future development within the existing service area as well as potential expansion areas, and to simulate potential project improvements to resolve the identified problems. Upon completion of the project, the consultant shall provide the City with the dynamic model, a licensed copy of the software, and training for City staff to effectively use the software. Task D: Analyze and Update Capital Improvement Project List The consultant shall work with City personnel to modify and prioritize the City's existing and proposed capital improvement project list and develop cost estimates for recommended projects. The study time frame shall cover an overall period of 20 years with a sliding 5 year project window. The consultant shall prioritize and estimate costs for all projects over the 20 year time period. The Consultant will provide detailed cost estimates for the first 5-year period, and master-plan level cost estimates for the remaining projects. The Consultant will determine what percentage of each project cost is due to existing conditions and what portion is attributed to future growth (Impact Fees). This plan will be used to update the storm drain impact fees. Task E: Prepare Report: The consultant shall prepare a report that summarizes the work performed as well as the results and recommendations of the Master Plan Study. The consultant shall present the results of the study to City staff, and if requested, at a scheduled meeting of the City Council. The report shall include the following: A thorough review of the current Master Plan Updates and hydraulic model used to verify the existing system deficiencies and necessary system upgrades. The current study shall be incorporated into the new study update to provide a seamless city wide comprehensive storm drain master plan. The Master Plan Report shall include maps to identify the total future service area, trunk line collection areas, individual collection modeling sub-areas basins, problem areas, and recommended system improvements. Tables shall be provided to clearly present information and data presented in the report. Comments regarding operational and maintenance issues shall be incorporated in the report. The study shall recommend the direction the City should follow in the foreseeable future, including a recommended ratio of pay-as-you-go vs. bonding. Projects identified by the model shall be grouped in priority order based on current capacity deficiencies (highest priority) to future capacity requirements (lowest priority). Present worth cost

5 Page 5 of 13 estimates shall be shown for each project identified. Detailed present worth cost estimates for the first 5-year window shall be provided to assist the City staff in budgeting for these projects. Key issues for each project shall also be noted such as major utility conflicts, construction issues, permits and property acquisition requirements, as well as other appropriate concerns. Five (5) copies of the 50% and 90% review documents shall be provided to the City. Task F: Deliverables Five (5) copies of the final master plan update report and the capital improvements plan report shall be provided to the City. Electronic copy of the final reports in.pdf and MS Word format. Electronic copy of the updated storm water model, including all electronic data (GIS, spreadsheets, etc) used to create the model. Model operation training to City staff as necessary. A licensed copy of the modeling software One (1) redlined copy of the system drawings shall be provided to the City reflecting corrected information incidentally found in the course of the Study. E. SCHEDULE AND FORM OF CONTRACT The consultant shall develop and submit a proposed study schedule that identifies the realistic time periods to complete all the project tasks identified. The goal of the City is to have the Master Plan Study completed at or near the beginning of July of The contract shall be a Lump Sum form of contract. F. PROPOSAL FORMAT Proposals must be concise and in outline format. Proposals shall contain the following information, in the general order listed: Technical Proposal: Letter of Transmittal - The letter of transmittal should include an introduction of the proposer's company, the name, address and telephone number of the person to be contacted along with others who are authorized to represent the company in dealing with this RFP, and an expression of the proposer's ability and desire to meet the requirements of this RFP. Any other information not appropriately contained in the proposal should also be included. Executive Summary - An executive summary which briefly describes the proposer's approach and clearly indicates any options or alternatives must be included. It must also indicate any major requirements that cannot be met by the proposer. This summary should also highlight the major features of the proposal and identify any supporting information considered pertinent. In short, the reader should be able to determine the essence of the proposal and how well it meets the requirements by reading the executive summary.

6 Page 6 of 13 Detailed Discussion - This section should constitute the major portion of the proposal and must contain at least the following information: o A general but complete narrative overview of the proposer's assessment of the work to be performed and the ability to meet those aims, along with the resources necessary to meet the requirements of this RFP. This overview should clearly demonstrate the proposer's understanding of the desired overall performance expectations and how they will be achieved. o o A detailed technical scope of work prepared by the consultant and a summary of the deliverables to be provided to the City. The detailed discussion must include a response to each requirement described in the scope of services in this RFP. A description of the project team and the special qualifications of the firm which make it best suited to complete this project. Identify the availability of the project personnel by showing the percent of time the team members have to work on this project. (Resumes of each project team member may be included in a proposal appendix). Cost Proposal o The contract for services shall be based on a Lump Sum contract. The consultant should identify the proposed fee for each major task in the scope of work and submit the fee as part of the proposal. o o A fee estimate that includes labor rates and hours for project staff proposed by name, labor rates and hours for project staff proposed by position and/or role. Identify any special services to be provided by resources outside of the firm and the cost of such services. Schedule - A proposed schedule matching the scope of work that shows the time required to complete the project. References - To be considered for this project the applicant will need to have completed at least three (3) similar projects in both size and scope within the past five years and provide information about these similar projects. Include a project description, the name of the City, phone number, business address and name of the contact person. The City will check all provided references. Insurance - Evidence that all insurance policies required per the standard contract terms and conditions (see exhibit A) are in effect (include evidence of sufficient general liability, workers compensation and errors and omissions insurance). G. SUBMITTAL REQUIREMENTS Sign and return the Proposal Response Cover Sheet (ATTACHMENT 1). The form must be signed by a company representative authorized to bind the offeror contractually.

7 Page 7 of 13 Five (5) copies of the technical and fee proposals shall be submitted. Proposals must be concise and in an outline format. The City reserves the right to delay or deny approval of the work if it is determined in the City's best interest to do so. Submit proposals to the City by 4:00 pm on February 16, 2012 to Springville City, Engineering Division, 110 S Main Street, Springville, UT Proposals received after the 4:00 pm deadline will be placed in the file unopened and will not be considered. The reference number for this RFP is # All proposals and communications relative to this RFP must bear this number. Any and all questions pertaining to this request for proposal shall be submitted electronically via If it becomes necessary to revise the RFP and addendum will be posted on and all proposers notified as such. H. SELECTION OF CONSULTANT The selection committee will review and rank the responsive proposals at which time the Director of Public Works will decide whether to award the project, or to invite the top ranked proposing firms to prepare and present an oral presentation. The City reserves the right to reject any or all proposals received. Furthermore, the City shall have the right to waive any informality or technical defect in proposals received when in the best interest of the City. If oral presentations are requested, then the selection committee will then rank the oral presentations and recommend which firm they selected as the highest ranking firm. The Director will make a recommendation to the City Council for award accordingly. The successful consultant will be selected in accordance with the City procurement policy. The selection criteria to be used by the selection committee includes the following: Grasp of Project Requirements; Firm's analysis, interview preparation and level of interest, focus on the project s specific requirements, approach and execution; Design Approach/Methodology: Technical alternatives, creativity, problem-solving ability; Project Management: Schedule, cost control, quality assurance; Project Design Team: Experience, depth of staff support, sub consultants; Key Project Personnel: Experience and qualifications of manager and other key personnel; Firm Responsiveness: Progress reports, general attitude, ability to communicate; Geographic Considerations: Familiarity with locale and local government agencies; Approach to Work: Understanding of scope, schedule and interfacing tasks; References: Previous work that reflects special expertise or groundwork available for the proposed project; Schedule: Proposed project schedule; and Fee: The reasonableness of labor hours, rates, and other elements of the fee estimate proposal.

8 Page 8 of 13 I. PROFESSIONAL SERVICES AGREEMENT A copy of the Standard Contract Terms and Conditions that the City intends to use to draft the Engineering Services Agreement is attached. Please carefully read the Standard Contract Terms and Conditions before submitting your proposal and comment on its acceptability in your proposal.

9 Page 9 of 13 STANDARD CONTRACT TERMS AND CONDITIONS NON-AVAILABILTY OF FUNDS It is understood that if the department fails to receive sufficient appropriation of funds or authorization for the expenditure of sufficient funds to provide for the continuation of the contract or the lawful order issued in or for any fiscal year during the Term of this contract, the contract and all lawful order s issued shall terminate on the date said funds are no longer available without any termination charges or liability incurring to the City. The City shall certify and warrant in writing that sufficient funds have not been appropriated or authorized to continue this amendment. Non-Availability of Funds or failure to receive authorization for the expenditure of sufficient funds as used herein means a level of funding that results in less funding than that which was allocated to department in the immediately preceding fiscal year. INDEMNIFICATION The Contractor at its own expense, agrees to protect, indemnify, pay on behalf of, defend and hold harmless the City, its elected and appointed officials, employees and volunteers and their agents from all claims, demands, judgments, expenses, and all other damages of every kind and nature, made, rendered, or incurred by or in behalf of any person or persons whomsoever, including the parties hereto and their employees, which may arise out of any act or failure to act, work or other activity related in any way to this project under this Agreement by the Contractor, Contractor s agents, employees, subcontractors, or suppliers in the performance and execution of this Agreement. Springville City is a governmental entity under the Governmental Immunity Act and waives no defenses, limits of liability or other rights. LABOR All services provided will be made upon request by the City. INSURANCE The Contractor agrees to acquire and maintain the appropriate insurance, in the appropriate amounts, (not less than $1,000,000 per occurrence, 2,000,000 aggregate) for the service(s) provided. This may include, but not limited to workers compensation, liability and errors in omission. Proof of insurance will be provided to the City upon request. Insurance needs to include Project Name with the location and description of the project, and the Project Number and Bid Number (if known). Insurance must name as the certificate holder; Springville City, its elected officials, appointed officials, officers, employees and volunteers. Coverage is for all operation performed by or on behalf of the named insured. Insurance provided is required to be primary and non-contributory.

10 Page 10 of 13 INDEPENDENT CONTRACT It is understood and agreed by the parties that the contractor is to act in the capacity of an independent contractor and as such will have no authorization, express or implied to bind Springville City to any agreements. Contractor's officers and employees shall not be considered as employees or officers of the City and shall not be entitled to any employee benefits as City employees as a result of the execution of this agreement. OWNERSHIP OF DOCUMENTS All documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the consultant as part of this project shall be considered property of the City. Upon payment for the services performed, the consultant shall deliver all such documents and materials shall be delivered to the City. The consultant may make and retain copies of the documents and materials as desired. ASSIGNMENT The contractor shall not assign this agreement or assign, pledge transfer or otherwise dispose of its interest or this agreement, without the specific consent of the City, and that no such assignment, pledge, mortgage, transfer, or other disposition shall relieve the contractor of its obligations hereunder, nor shall such an assignment of other disposition terminate any such claim or defense which the City may have. Springville City may assert any claim or defense it may have against the contractor and against any such assignee. TAXATION It is understood and agreed that the contractor shall pay and discharge all license fees, assessments and sales, use and property and other tax or taxes lawfully imposed. All prices proposed in this RFQ shall exclude state sales and federal excise taxes U.C.A.1953 Section NO OFFICER OR EMPLOYEE INTEREST It is understood and agreed that no officer or employee of Springville City has or shall have any pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. No officer or employee of the contractor or any member of their families shall serve on any City board or committee or hold any such position which either by rule, practice, or action nominates, recommends, or supervises contractor's operations, or authorizes funding of payments to the contractor. AFFIDAVITS At the time of, or prior to, commencing work, the contractor shall submit a sworn affidavit from each officer, employee or agent of the contractor who has been in contact or communicated with any officer, agent, or employee of the City during the past calendar year concerning the provision of these goods and services. The affidavit shall contain the following statement:

11 Page 11 of 13 "I do solemnly swear that neither I, nor to the best of my knowledge, any member of my firm or company, has either directly or indirectly restrained free and competitive bidding by entering into any agreement, participating in any collusion, or otherwise taken any action unauthorized by the governing body of the City, or in violation of applicable law to secure favorable treatment with respect to being awarded this contract." NON-DISCRIMINATION/AFFIRMATIVE ACTION The Respondent agrees to abide by the provisions of the Utah Antidiscrimination Act, Title 34 Chapter 35, U.C.A. 1953, as amended, and Title VI and Title VII of the Civil Rights Act of 1964 (USC 2000e), which prohibit discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No , as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age, and Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination on the basis of handicap. This agreement may be canceled if the contractor fails to comply with the provisions of these laws and regulations. The Contractor must include this provision in every subcontract or purchase order relating to purchases by Springville City to insure that subcontractors and vendors are bound by this provision. WORKFORCE The Contractor agrees to register and participate in a Status Verification System such as E-Verify, to verify the work eligibility status of the Contractor's new employees that are employed in the state. The Contractor further agrees to have each contractor or subcontractor who works for or under main contractor, certify by affidavit that the contractor or subcontractor has verified through a Status Verification System the employment status of each new employee of the respective contractor or subcontractor. LAW This contract shall be governed and constituted in accordance with the laws of the State of Utah. DEFAULT If either party fails to perform its obligations, the other party may give written notice specifying the nature of the failure, and requesting the defaulting party to remedy it. If the default is not corrected within thirty (30) days of the notice date, the non-defaulting party may pursue the remedy provided herein, and without waiving that remedy, it may terminate this agreement. If the failure reasonably justifies faster action, the notice may require correction within less than thirty (30) days, and the non-defaulting party may take reasonable action to protect its interest. If the failure is one that reasonably requires more than thirty (30) days to correct, the correction period shall be extended beyond thirty (30) days, so long as the defaulting party promptly commences to correct the default and diligently pursues it to completion. In the event either party needs to enforce the terms of this agreement by suit or otherwise, the party at fault shall pay the costs and expenses incident thereto, including a reasonable attorney s fee.

12 Page 12 of 13 ENTIRE AGREEMENT This Agreement, together with the attachments hereto, contains the entire Agreement between the parties, and supersedes all prior agreements, and oral or written representations with respect to the subject matter hereto, and no statements, promises, or inducements made by either party or agents for either party, that are not contained in this written Agreement, shall be binding or valid. This Agreement may not be enlarged, modified, or altered except in writing, signed and dated by the parties.

13 ATTACHMENT 1 Springville City Page 13 of 13 Proposal Submittal Cover Sheet RFP # STORM DRAIN MASTER PLAN AND CAPITAL IMPROVEMENTS PLAN UPDATE TO: Springville City Corporation Engineering Division 110 South Main Street Springville, Utah The undersigned, having carefully read and considered the Request for Proposal to provide insurance for Springville City, does hereby offer to perform such services on behalf of the City, in the manner described and subject to the terms and conditions set forth in the attached proposal. Services will be performed at the rates set forth in said proposal. OFFEROR Company Name: Doing business as: [ ] an individual [ ] a partnership [ ] a corporation [ ] a limited liability company (mark appropriate box), duly organized under the laws of the State of. BY: (Signature of authorized representative) (Please Print or Type Name) PRINCIPAL OFFICE ADDRESS: Street Address City County State Zip Code Telephonee ( ) FAX ( ) Address TAXPAYER IDENTIFICATION NUMBER: Employer I.D. No. OR Social Security No. (Corporation or Partnership) (individual) ALL PROPOSALS MUST INCLUDE THIS COVER SHEET & THE PROPOSAL CONTENT & EVALUAT TION REQUIREMENTS LISTED IN THE RFP.