CITY OF DES MOINES ENGINEERING DEPARTMENT MODIFIED REQUEST FOR PROPOSALS PROFESSIONAL SERVICES FOR FD Training & Logistics Facility Geothermal Test Well Activity ID 21-2011-001 1. Purpose: The City of Des Moines, Iowa, (City) is hereby soliciting consultant proposals for professional services to provide vertical test bore and formation thermal conductivity testing for the FD Training & Logistics Facility Geothermal Well Test. This request invites qualified consultants to submit proposals for accomplishments of the items of work described within Scope of Services. Proposals shall be prepared and submitted in accordance with the requirements described in this Request for Proposals (RFP). Once the firm is selected, a contract will be negotiated based on a mutually agreed upon Scope of Services. 2. Project Description: A geothermal heating and cooling system is being considered for the new Fire Training & Logistics Facility to be constructed at 2715 Dean Ave. A vertical test bore and formation thermal conductivity testing is needed to design the system. 3. Proposal Submission: Responses to the RFP must be received by the City of Des Moines as follows: Due Date: July 22, 2010 Time: Deliver To: Prior to 1:00 p.m. Jeb E. Brewer, P.E., City Engineer City Hall, 2 nd Floor 400 Robert D. Ray Drive Des Moines, IA 50309 Number of copies: 3 Upon receipt, the proposals shall become the property of the City of Des Moines for disposition or usage by the City of Des Moines at its discretion. 4. Proposal Content: Proposals are anticipated to be in letter form signed by an officer of the firm empowered to bind the firm in a contract with the City. To standardize responses and simplify the comparison and evaluation of responses, all statements must be organized in the manner set forth below, separated into sections, and appropriately labeled. a. The qualifications of the personnel and the location of the branch office that will perform the services described within this request. b. Descriptions of a minimum of two (2) and a maximum of five (5) projects of similar size and nature shall be submitted. The project description must contain the Scope of Services performed, location and reference (contact person). c. Provide a fixed fee that you feel would be appropriate for the professional services requested. Include your costs for review meetings with City staff, travel, phone/fax, and postage. Provide a schedule of hourly rates. 5. Presubmittal Conference: A conference will not be held, however, firms submitting proposals are strongly encouraged to make a site visit.
Modified Request for Proposals 6. Insurance Requirements: Attachment No. 1, Insurance and Indemnification Requirements - Minor, describes the minimum insurance the consultant must have in order to enter into a professional services contract with the City of Des Moines. 7. Scope of Services: A proposed Scope of Services is included as Attachment 2. The City will negotiate the detailed scope of services and fee with the successful firm. 8. Contact Person: Any questions concerning the proposals should be directed to Jill Tenney, City Architect, 400 Robert D. Ray Drive, Des Moines, IA 50309, 515/283-4032, fax 515/237-1814, or jetenney@dmgov.org. 9. Evaluation and Selection Process: Selection will be based on a review and evaluation of the responses to the RFP. The City will establish a selection committee who will use the Selection Criteria included in Attachment 3 to identify the firm or firms best qualified to meet the City s needs on this project.
ATTACHMENT 1 CITY STANDARD PROFESSIONAL SERVICES - MINOR INSURANCE & INDEMNIFICATION REQUIREMENTS (3/20/09) 1. GENERAL The Consultant shall purchase and maintain insurance to protect the Consultant and the City of Des Moines, Iowa (CITY) throughout the duration of the Agreement. Said insurance shall be provided by an insurance company(ies), admitted, and nonadmitted to do business in the State of Iowa, having no less than an A.M. Best Rating of B+. All policies, except Professional Liability, shall be written on a per occurrence basis, not a claims-made basis, and in form and amounts and with companies satisfactory to the CITY. Certificates of Insurance confirming adequate insurance coverage shall be submitted to the CITY prior to Agreement execution or commencement of work and/or services. 2. INSURANCE REQUIREMENTS A. WORKER S COMPENSATION & EMPLOYER S LIABILITY INSURANCE: The Consultant shall procure and maintain, during the life of this Agreement, Worker s Compensation Insurance, including Employer s Liability Coverage, in accordance with all applicable statutes of the State of Iowa. The coverage limits shall include $100,000 each accident for Bodily Injury by Accident, $100,000 each employee for Bodily Injury by Disease, and $500,000 policy limit for Bodily Injury by Disease. B. COMMERCIAL GENERAL LIABILITY INSURANCE: The Consultant shall procure and maintain, during the life of this Agreement, Commercial General Liability insurance on a per occurrence basis with limits of liability not less than $500,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (a) Contractual Liability, (b) Premises and Operations, (c) Products and Completed Operations, (d) Independent Contractors Coverage, and (e) Personal and Advertising Injury. Coverage shall be no less comprehensive and no more restrictive than the coverage provided by a standard form Commercial General Liability Policy (ISO CG 0001 with standard exclusions or a non-iso equivalent form). C. AUTOMOBILE LIABILITY INSURANCE: The Consultant shall procure and maintain, during the life of this Agreement, Automobile Liability Insurance with limits of liability of not less than $500,000 per occurrence combined single limit including Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. If the Consultant does not own any vehicles, coverage is required on non-owned and hired vehicles. D. PROFESSIONAL LIABILITY INSURANCE: The Consultant shall procure and maintain, during the life of this Agreement, Professional Errors and Omissions Insurance with limits not less than $500,000 per claim and in the aggregate. The Consultant will notify the CITY if claims made erode the Policy Limits below those required above. -1-
ATTACHMENT 1 INSURANCE & INDEMNIFICATION REQUIREMENTS E. ADDITIONAL INSURED & CONTRACTUAL LIABILITY: The CITY SHALL NOT be named or included as an Additional Insured, but all policies, except Workers Compensation and Professional Liability Insurance, SHALL include Contractual Liability including the obligation to defend and settle. The General Liability Insurance definition of Insured Contract shall include any contract or agreement requiring the indemnification of a municipality for work to be performed for that municipality. F. CANCELLATION: All policies SHALL provide the City, as Certificate Holder, no less than 30 days advance written notification of policy cancellation and 10 days notification of cancellation due to non-payment of premium. G. SUBCONTRACTORS: The Consultant shall require that any of its agents and subcontractors who perform work and/or services pursuant to the provisions of this Agreement purchase and maintain the same types of insurance as are required of the Consultant. H. PROOF OF INSURANCE: The Consultant shall provide to the CITY a Certificate(s) of Insurance evidencing all required insurance coverage as provided in paragraphs A through F above. The Certificate(s) of Insurance shall specify under Description of Operations/ Locations/ Vehicle/Special Items: (1) the title of the contract or agreement and (2) the following statement: General Liability and Automobile Liability Insurance policies include Contractual Liability. The General Liability definition of an Insured Contract includes the indemnification of a municipality when required by ordinance or by contract or agreement. 3. INDEMNIFICATION REQUIREMENTS For purposes of this Attachment, the term "Consultant" means and includes the Consultant, its officers, agents, employees, subcontractors, subconsultants and others under the control of Consultant, and the term CITY means and includes the City of Des Moines, its elected and appointed officials, and its agents, employees and volunteers. For other than professional services rendered, to the fullest extent permitted by law, Consultant agrees to defend, pay on behalf of, indemnify, and hold harmless the CITY against any and all claims, demands, suits, damages or losses, together with any and all outlay and expense connected therewith, including, but not limited to, attorneys fees and court costs, that may be asserted or claimed against, recovered from or suffered by the CITY by reason of any injury or loss, including, but not limited to, personal injury, including bodily injury or death, property damage, including loss of use thereof, and economic damages that arise out of or are in any way connected or associated with Consultant s work. For professional services rendered, to the fullest extent permitted by law, Consultant agrees to pay on behalf of, indemnify, and hold harmless the CITY against any and all claims, demands, suits, damages or losses, together with any and all outlay and expense connected therewith, including, but not limited to, attorneys fees and court costs and economic damages that may be recovered from or suffered by the CITY that arise out of any negligent act, error or omission of the Consultant. Consultant s obligation to indemnify the CITY contained in this Agreement is not limited by the amount or type of damages, compensation or benefits payable under any workers compensation acts, disability benefit acts, or other employee benefits acts. The CITY shall not be liable or in any way responsible for any injury, damage, liability, claim, loss or expense incurred by Consultant arising out of or in any way connected or -2-
ATTACHMENT 1 INSURANCE & INDEMNIFICATION REQUIREMENTS associated with Consultant s work, except for and only to the extent caused by the negligence of the City of Des Moines. Consultant expressly assumes responsibility for any and all damage caused to City property arising out of or in any way connected or associated with Consultant s work Consultant shall ensure that its activities on City property will be performed and supervised by adequately trained and qualified personnel, and Consultant will observe all applicable safety rules. 4. WAIVER OF SUBROGATION A. WAIVER OF SUBROGATION: To the fullest extent permitted by law, Consultant hereby releases the City, its elected and appointed officials, its agents, employees and volunteers and others working on its behalf from and against any and all liability or responsibility to the Consultant or anyone claiming through or under the Consultant by way of subrogation or otherwise, for any loss without regard to the fault of the City or the type of loss involved, including loss due to occupational injury. This provision shall be applicable and in full force and effect only with respect to loss or damage occurring during the time of this Agreement. The Consultant s policies of insurance shall contain a clause or endorsement to the effect that such releases shall not adversely affect or impair such policies or prejudice the right of the Consultant to recover thereunder. -3-
Modified Request for Proposals ATTACHMENT 2 SCOPE OF SERVICES FD Training & Logistics Facility Geothermal Test Well Activity ID 21-2011-001 Provide bore well and testing complete as specified. Attachment No. 4: Specifications for Geothermal Vertical Test Bore and Formation Thermal Conductivity Testing. Attachment No. 5: Boring location site plan The schedule for the project shall include presentation of the findings in draft form to the City of Des Moines by August 23, 2010 and submittal of final documents by September 3, 2010.
Modified Request for Proposals ATTACHMENT 3 SELECTION CRITERIA Item Description Rating Ranges 1. Experience, Qualifications and Expertise (0 20) Firm's experience with similar projects, qualifications and expertise of key personnel. 2. Capabilities and Resources (0 20) Projects currently under contract involving equipment and key personnel that would also handle this project along with estimated time of completion. Availability and responsiveness of staff in local area. 3. Project Overview (0-30) Convey your understanding of the project objectives. Identify major problems that you perceive at this time. Describe the overall approach you will use to overcome these problems and efficiently complete this project. 4. References (0 5) Information on other organizations for which your firm has provided comparable consulting services. 5. Quality and Thoroughness of Proposal (0 10) 6. Geographic Location of your Firm (0 5) 7. Additional Factors (0 5) a. City Experience b. Other related information 8. Costs (0 5) Appropriateness of estimated fee in relation to objectives and methodology
SPECIFICATIONS FOR GEOTHERMAL VERTICAL TEST BORE AND FORMATION THERMAL CONDUCTIVITY TESTING PART 1 - VERTICAL TEST BORE 1.1 SCOPE A. A vertical test bore shall be installed according to these specifications. A completed vertical test bore shall consist of the vertical bore with an approved polyethylene u-bend assemble installed to the completed bore depth with an approved grouting material installed in the bore annulus. B. Vertical bore shall be drilled by type of drilling rig that is most feasible based on geological conditions as determined by the Contractor. C. All work shall be performed in accordance with Local (City of Des Moines), State (Iowa), and FAA laws, standards, and ordinances. Where any discrepancy exists between local codes and regulations and this specification, the more stringent of the two documents shall prevail. D. Contractor shall take all necessary precautions to protect the site from any damage resulting from the drilling operation. Contractor shall keep the premises clean and orderly at all times during the work. E. Contractor shall be responsible for identifying and marking all underground utilities in the construction area. F. All permits, fees, licenses, etc. required for this project shall be obtained and paid for by the Contractor. G. Drilling Contractor shall be a licensed Water Well Contractor according to the rules and regulations of the State of Iowa. 1.2 BORE DIAMETER A. The diameter of the vertical bore shall not be greater than 7-inches and shall not be less than 5- inches. The final diameter shall be determined by the Drilling Contractor's available equipment. 1.3 COMPLETED BORE DEPTH A. The completed bore depth shall be a minimum of 300-feet. The completed depth shall be determined by the placement of the u-bend. The distance from the bottom of the u-bend to the surface shall constitute the completed bore depth. At minimum, an additional 5-foot of pipe length (on both the supply and return legs) shall be left above the installed u-bend assembly, above ground level/finished grade. 1.4 POLYETHYLENE U-BEND ASSEMBLY A. The polyethylene u-bend assembly shall be manufactured from a polyethylene extrusion grade material having a minimum cell classification of PE345434C per ASTM D-3350 and shall fully comply with the IGSHPA Standard 1C "Ground Heat Exchanger Materials". The u-bend shall be factory assembled and pressure tested to 160 PSI prior to insertion into the vertical bore. The u- bend pipe diameter shall be 1-inch IPS-OD. B. All connections made below grade shall be done using a heat fusion joining process.
C. Pipe manufacturer and total installed u-bend length shall be reported immediately following bore completion. 1.5 GROUTING A. The annular space between the vertical bore wall and the u-bend assembly shall be filled with a bentonite-based grouting material with a minimum thermal conductivity of 0.85 BTU/HR-FT- F. Grouting material shall be Thermal Grout 85 manufactured by Black Hills Bentonite and developed by GeoPro, Inc. or approved equal. B. The grouting material shall be mixed in strict accordance to the manufacturers mixing instructions. Grouting material shall be placed using a pressure pump with a removable tremie pipe system. The material shall be installed from the bottom to the top of the vertical bore. C. Grout installation shall be completed within four (4) hours of bore drilling completion. If any settling occurs during the initial 24-hour period after grout installation, additional grouting material shall be added to insure that grouting material remains at surface level of bore. D. In the event that a geological formation is encountered that prevents the grouting material from forming a solid seal, either a 3/8-inch (9.5 mm) or 3/4-inch (19mm) granular bentonite material shall be used through that specific formation zone. Upon completion of that specific zone, the grout slurry shall continue to be used until reaching the surface of the vertical bore. 1.6 SUBMITTALS A. Contractor shall submit a signed and dated, detailed test bore and vertical loop report immediately following bore and vertical loop installation. The report shall include but not be limited to the following information: 1. Date of test bore and loop installation. 2. Description and depth of each geological formation encountered. 3. Water table level. 4. Type of drilling equipment used and rig model number. 5. Depth and diameter of bore hole. 6. Pipe manufacturer, diameter, and total installed length of U-tube. 7. Type of grout used with published thermal conductivity. 8. Total time required to drill the test bore. 9. Total time required to install the vertical U-tube loop. 1.7 ABANDONMENT OF TEST BORE A. Should the Owner decide to abandon the test bore and vertical loop after it has been installed, Contractor requirements for abandonment shall include: 1. Provide the Owner with forms and information necessary to register the abandoned well, including (if necessary) and aerial photo of the test bore location. 2. Fill the U-tube fully with grout slurry.
3. Cut U-tube ends at 3-feet below grade and heat-fuse caps on the U-tube ends. 4. Backfill the hole with dirt to match existing grade. PART 2 - FORMATION THERMAL CONDUCTIVITY (FTC) TEST 2.1 SCOPE A. The formation thermal conductivity test is designed to determine the average thermal conductivity of the formation for the completed bore depth. A contractor and/or affiliated organization, with at least three (3) successfully completed tests prior to performing this test, shall perform the test. A list of previous tests shall be supplied upon request. B. The testing device shall be designed so that a constant rate of heated water is supplied in an uninterrupted fashion to the u-bend assembly. C. The testing device shall have the capability of automatically collecting data at predetermined intervals. Collected data shall be available to the design engineer in an electronic file format compatible with Microsoft Excel. D. Testing device shall be FTC Test Unit as available for leasing through: 2.2 INSULATION Geothermal Resource Technologies, Inc. (GRTI) 1444 Rogers Court Allen, Texas 75013-5451 (v) 972-390-1537 (f) 972-390-1851 E-mail: askouby@grti.com A. The testing device shall be designed to prevent as much heat loss to the environment as possible. Each end of the u-bend assemble shall be insulated with a closed-cell insulation to prevent heat loss or heat gain. 2.3 INPUT HEAT RATE A. The testing device shall be designed so that a constant rate of heat input into the vertical u-bend assemble shall be between 50 and 80 BTUH per bore foot. Selected heat rate shall not be altered during the duration of the thermal conductivity test. B. The average input heat rate shall be reported in the final analysis. 2.4 ELAPSED TIME BEFORE TESTING A. A minimum delay of four days between loop grouting and FTC testing is required. 2.5 DATA ACQUISITION FREQUENCY A. Data shall be taken at a frequency of at least every fifteen (15) minutes but no more than every five (5) minutes throughout the duration of the test. Data collected shall consist of the following as a minimum; temperature into the loop, temperature out of the loop, ambient air temperature within the test unit compartment, ambient outdoor air temperature and the heat input. 2.6 TEST DURATION
A. The duration of the formation thermal conductivity test shall be a minimum of 48 hours from the initial starting time. B. In the event an electrical power interruption occurs which lasts longer than 30 minutes, the test results shall be discarded and the test shall be run again. The vertical bore shall be allowed to thermally rest for a period of five (5) days prior to re-running of the test. 2.7 SUBMITTALS A. Contractor shall submit a signed and dated, detailed formation thermal conductivity test report and data analysis within four (4) working days of completion of data collection. The report shall include but not be limited to the following information: 1. Dates and duration of testing period. 2. Undisturbed soil temperature at test site. 3. Summary of borehole data including depth, diameter, drilling log, U-tube size and length, and grouting material. 4. Calculated thermal conductivity of the ground, in Btu/hr-ft- F. 5. Estimated thermal diffusivity of the ground, in ft 2 /day. END OF SECTION
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