REQUEST FOR PROPOSAL. for CONSTRUCTION MANAGEMENT SERVICES. for the ENCINA WASTEWATER AUTHORITY FY 2015 MAJOR PLANT REHABILITATION PROJECT

Transcription

1 REQUEST FOR PROPOSAL for CONSTRUCTION MANAGEMENT SERVICES for the ENCINA WASTEWATER AUTHORITY FY 2015 MAJOR PLANT REHABILITATION PROJECT Ref: Admin c September 23, 2015 Proposals Due November 2, 2015 at 2:00 p.m. (local time) at: Encina Wastewater Authority 6200 Avenida Encinas Carlsbad, California (760) Attention: Mr. James Kearns, Project Manager 1

2 INTRODUCTION The Encina Wastewater Authority (EWA) is requesting proposals from qualified firms to provide construction management (CM) services for construction of the FY 2015 Major Plant Rehabilitation Project. The FY 2015 Major Plant Rehabilitation Project includes solids drying system safety improvements, digester gas system improvements, and secondary aeration basin upgrades. This request for proposals (RFP) provides the basic project description, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal. Failure to submit information in accordance with the RFP's requirements and procedures may be cause for disqualification. 1 BACKGROUND INFORMATION 1.1 General EWA operates, maintains, and administers the Encina Water Pollution Control Facility (EWPCF), which provides wastewater treatment service for six member agencies in northwestern San Diego County. EWA member agencies are: the City of Carlsbad, City of Vista, City of Encinitas, Vallecitos Water District, Buena Sanitation District, and the Leucadia Wastewater District. EWA serves an area of approximately 121 square miles with a population over 300,000. The EWPCF is located in Carlsbad, California and is a secondary activated sludge type treatment plant with solids handling and ocean outfall. The EWPCF current capacity is 40.5 million gallons per day (mgd) of liquid treatment and 43.3 mgd of solids treatment. FY 2015 Major Plant Rehabilitation Project EWA has retained Carollo Engineers to design improvements and upgrades to the secondary aeration basins that are part of the 2015 Major Plant Rehabilitation Project. These improvements consist of repair of concrete influent, effluent and mixed liquor channels, replacement of the high pressure wash system, installation of air flow metering for each process air drop, replacement of the existing influent and effluent stop plates with sluice gates, and removal of the fiberglass covers on Aeration Basin 1 and installation of two access hatches, handrails, walkways, aluminum covers and flexible covers. EWA has retained Black & Veatch to design the solids drying system safety improvements that are part of the 2015 Major Plant Rehabilitation Project. These improvements consist of demolition of the existing bag house, installing explosion vents, installing isolation devices, installing nitrogen injection ports, improving the recycle bin emptying and refilling, providing carbon monoxide monitoring, and addition of a dust collection wet scrubber. In addition, further drying system modifications will be performed by the original Drying System Supplier (Andritz Separation, Inc.) as part of the work. EWA has retained Kennedy/Jenks to design the digester gas system improvements that are part of the 2015 Major Plant Rehabilitation Project. These improvements consist of replacement of below grade digester gas piping with above grade piping, construction of a new pipe bridge and other pipe supports, improvements to the condensate removal system and sediment traps, and construction of an extension to the mezzanine on the eastern side of the Power Building. 2

3 It is anticipated that final design of the FY 2015 Major Plant Rehabilitation Project will be completed before the end of 2015 and the project will advertise for bid in December Construction of the 2015 Major Plant Rehabilitation facilities will take approximately 12 months. The estimated construction cost for the project including all equipment assignments is approximately $10 million. 2 PROPOSED SCOPE OF WORK The primary responsibility of the successful CM firm will be to ensure that the FY 2015 Major Plant Rehabilitation Project is constructed in conformance with the design plans and specifications and within the project schedule and budget. The key CM responsibilities shall include, but not be limited to the following: Pre Construction Activities Review of the final plans and specifications for the FY 2015 Major Plant Rehabilitation Project. Review to become familiar with the project. An important aspect of the review should focus on ability to keep existing facilities in service during construction. Establish project administration procedures and forms for coordination of paperwork, submittals, scheduling of materials testing, and scheduling of inspections. Provide a minimum of three copies of a procedure manual to EWA. Conduct a Pre Construction conference and prepare meeting minutes. Develop of list of contractor pre construction submittal requirements. Review contractor s preliminary schedule and schedule of values. Contract Administration Services Provide quality control inspection of all civil, structural, mechanical, and electrical construction activities. Prepare daily inspection reports, logs, meeting agendas, meeting minutes, monthly project status reports, and all other correspondence as required. At a minimum, a meeting shall be held each week with contractor, engineer, and appropriate EWA staff and consultants as required. Coordinate submittal review process between contractor and engineer. Coordinate and schedule sampling and testing of materials based on the procedures outlined in the Procedures Manual. Material testing will be contracted directly with the EWA. Coordinate Request for Information (RFI) process between the contractor and EWA. Review and make recommendations on all project changes to the EWA Project Manager. Review and make recommendations on change order proposals. All change orders will require a written staff report to the EWA Project Manager. Review monthly progress payment quantities and make recommendation regarding payment to the EWA Project Manager. Set up and maintain files as required. Deliver files to EWA at completion of job in both electronic and hard copy format. 3

4 Post Construction Activities Coordinate start up activities with EWA staff, the design engineer, and the General Contractor. Coordinate preparation of Operation and Maintenance manual. Coordinate preparation and review of record drawings. Recommend final payment and acceptance of the project. 2.1 Project Schedule EVENT DATE Solicit Proposals September 23, 2015 Pre proposal Meeting October 14, 2015 Proposals Due November 2, 2015 Interview Shortlist (tentative) November 12, 2015 Award Contract December 16, PROPOSAL REQUIREMENTS The proposal shall be concise, well organized and demonstrate the responder's qualifications and experience applicable to the Project. The Proposal shall be limited to twenty five single sided pages (8.5" x 11"), exclusive of resumes, graphics, forms, dividers, front and back cover, and cover letter. Proposals submitted in response to this RFP shall be in the following order and shall include: A. Executive Summary Include a two page overview of the entire proposal describing the highlights of the proposal. B. Identification of Responder Legal name and address of company Legal form of company (partnership, corporation, joint venture, etc.) Identify any parent companies Addresses of office(s) in San Diego County Name, title, address and telephone number of person to contact concerning the proposal C. Experience and Technical Competence Provide a list of past and ongoing projects for which the proposed team provided similar services as those required by the FY 2015 Major Plant Rehabilitation Project during the last 5 years. Include a brief description of the project, date initiated, date completed (if applicable), approximate cost, name of owner, owner's project manager with phone number, and total value of estimated or completed construction. Identify role of the key personnel proposed for the FY 2015 Major Plant Rehabilitation Project for each project listed. D. Proposed Method to Accomplish the Work 4

5 Discuss proposer's approach to items identified in the proposed Scope of Work. Include discussion on approach to minimize change orders, maintain contractor s schedule, minimize impacts on operations, ensure adequate communication and coordination with EWA, and ensure quality of the final product. E. Project Organization and Key Personnel Describe proposed project organization, including identification and responsibilities of key personnel. Key personnel identified in the proposal shall not be removed and/or substituted by Consultant, or subconsultant(s) unless said named key personnel leave the employment of the Consultant, or subconsultant(s). Indicate role and responsibilities of prime consultant and all subconsultants. Identify current commitments, availability, and location of all key personnel included in the proposal. F. Exceptions to This RFP The proposer shall certify that it takes no exceptions to this RFP, including, but not limited to, the EWA Standard Agreement for Professional Services, which is attached as Attachment A. If the proposer does take exception(s) to any portion of the RFP, the specific portion of the RFP to which exception is taken shall be identified and explained. G. Workforce Budget Provide a table showing the estimated workforce requirements for each task, in hours. The table must show each category of the workforce with hours required for each task component. H. Costs In a sealed envelope (marked Confidential Costs ), attach to the Proposal a breakdown of costs associated with the workforce budget presented in the proposal. Clearly identify and itemize all expenses included in the proposal. EWA does not allow a markup on direct expenses. Also include a copy of proposer's standard billing rates for each workforce category. 5

6 4 PRE SUBMITTAL ACTIVITIES 4.1 Questions Concerning RFP All questions regarding the RFP should be addressed to: 4.2 Pre proposal Meeting James Kearns, Capital Projects Manager Tel: A pre proposal meeting will be held on October 14, 2015 from 10:00 a.m. to 11:00 a.m. at the EWPCF at 6200 Avenida Encinas, Carlsbad, California. 4.3 Reference Material The FY 2015 Major Plant Rehabilitation Project design submittals and other EWPCF data, facility information and record (as built) drawings are available for download from EWA s website at: 5 SUBMITTAL REQUIREMENTS One executed original, clearly marked on the cover, and five (5) copies of the Proposal shall be submitted. Only one sealed Cost envelope is to be submitted. An individual shall sign the Proposal or individuals authorized to execute legal documents on behalf of the proposer. The Proposal must be received no later than 2:00 p.m. (LOCAL TIME) on November 2, 2015 at the office of: Encina Wastewater Authority Attention: Mr. James Kearns, Project Manager 6200 Avenida Encinas Carlsbad, California Proposals are to be submitted in sealed packages with the following information clearly marked on the outside of each package: Name of responder Project title Failure to comply with the requirements of this RFP may result in disqualification. Proposals received subsequent to the time and date specified above will not be considered. 6

7 6 CONSULTANT NOMINATING AND SELECTION PROCESS A Consultant Selection Panel (Panel) will be established for this project by EWA. Based on the Proposals submitted, the Panel will select a short list of qualified firms for this Project. The short listed firms will be further evaluated and EWA may request an interview from the short listed firms to further assist in the selection process. Should EWA option to require an interview process, the proposer will be required to make a 30 minute formal presentation, followed by a 30 minute question and answer period. After final selection, the EWA will enter negotiations with the selected firm. If negotiations fail, the EWA will enter negotiations with the second ranked firm. After negotiating a proposed agreement that is fair and reasonable, the General Manager will recommend to EWA s Board of Directors that EWA enter into the proposed agreement. The EWA Board of Directors has the final authority to approve the agreement. 7 Revision to the RFP The EWA reserves the right to revise the RFP prior to the date that Proposals are due. Revisions to the RFP shall be sent to all potential proposers. The EWA reserves the right to extend the date by which the Proposals are due. This RFP does not commit the EWA to award a contract, to defray any costs incurred in the preparation of a Proposal pursuant to this RFP, or to procure or contract for work. All Proposals submitted in response to this RFP become the property of the EWA and public records, and as such, may be subject to public review. The EWA reserves the right to cancel, in part or in its entirety, this RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the EWA cancels or revises this RFP, all proposers will be notified in writing by the EWA. The EWA reserves the right to request additional information and/or clarifications from any or all proposers to this RFP. 7

8 ATTACHMENT 8