CITY OF PLACERVILLE ENGINEERING DIVISION

Transcription

1 CITY OF PLACERVILLE ENGINEERING DIVISION REQUEST FOR PROPOSALS for STORM DRAIN GIS MAPPING PROJECT (CIP #40703) Proposals due by: June 9, 2014 at 5:00 pm Request for Consultant Proposals Page 1 of 8

2 TABLE OF CONTENTS Page BACKGROUND AND PROJECT SCOPE... 3 EXISTING CITY GIS SYSTEM... 4 BUDGET... 4 SCHEDULE... 4 CITY INFORMATION AVAILABLE TO CONSULTANT... 4 PROPOSAL - MINIMUM REQUIRMENTS... 5 MODIFICATION OR WITHDRAWAL OF PROPOSAL... 6 SELECTION CRITERIA... 6 SELECTION PROCESS... 7 REJECTION OF PROPOSALS... 7 CONTRACT AWARD... 8 CITY RESPONSIBILITIES... 8 INQUIRIES and RESPONSES... 8 ATTACHMENTS: Attachment A Attachment B Attachment C Attachment D Hangtown Creek Comprehensive Watershed Plan March 2012, RBF Consulting Legal Notices & Contract Provisions Sample Contract MS4 Map Request for Consultant Proposals Page 2 of 8

3 REQUEST FOR CONSULTANT PROPOSALS CITY OF PLACERVILLE STORM DRAIN GIS MAPPING PROJECT BACKGROUND AND PROJECT SCOPE The City of Placerville is inviting qualified firms to submit a Proposal to provide all necessary field and office services needed to develop storm drain system mapping layers for the City s existing GIS system. The City currently does not have a storm drain system map. The only storm drainage-related maps it has are construction plans for some City projects and some private development projects. In accordance with the California General Permit for Storm Water Discharges from Small Municipal Separate Storm Sewer Systems Order No DWQ (Small MS4 Permit), the City must create an up-to-date and accurate outfall map. This mapping will also allow the Development Services Dept. to provide City personnel and citizens with valuable engineering and maintenance information. Accordingly, the City is requesting the consulting services needed for development of mapping that includes: The location of all outfalls that are operated by the City and discharge within the City to receiving water. The Small MS4 Permit defines an outfall as: A point source as defined by 40 CFR at the point where a municipal separate storm sewer discharges to waters of the United States and does not include open conveyances connecting two municipal separate storm sewers, or pipes, tunnels or other conveyances which connect segments of the same stream or other waters of the United States and are used to convey waters of the United States. Each outfall shall be located using GPS coordinates and be given an alphanumeric identifier; The location and name of all water bodies receiving direct discharges from those outfalls; The tributary drainage areas and land uses contributing to each outfall; The City limits; Photographs of each outfall and a written description of its condition (including time and date of observation, operating condition of outfall and whether it is flowing at time of observation) In addition, the City is requesting that the map include: o The locations of all other existing City storm drain infrastructure, including pipes, drainage inlets and catch basins, manholes, detention basins, water quality basins or structures; o Culvert crossings as they are discovered; and o Depending on cost, additional storm drainage system attributes, including pipe sizes, materials, and invert depths. Request for Consultant Proposals Page 3 of 8

4 The City hopes to utilize any unused project budget funds for adding other existing utility information to the City GIS sewer and/or water layers. This could include items such as sanitary sewer manhole locations, fire hydrant locations and water valves. The Proposal should clearly articulate any progress that the consultant expects to make in collecting this additional information while completing the storm drain system mapping and staying within the stated consultant budget. EXISTING CITY GIS SYSTEM The City Engineering Division currently attempts to continuously upgrade its GIS system by expanding the existing information in its roadway, parcel, sewer, and water system information layers. It has been working over the past couple of years to improve the quality and quantity of information in its Sanitary Sewer layer, and is currently working to develop a similar layer for the City water distribution system, which serves approximately two thirds of the area within the City limits. The GIS files and layers developed under this scope shall use the coordinate system of the existing maps. BUDGET The proposal should clearly delineate the quantity of GIS work that the consultant proposes to complete while staying within a consultant budget amount of $50,000. The overall project budget is $60,000, which includes City staff time. SCHEDULE The City desires to have this work completed prior to December 31, The Proposal should include a proposed schedule for completing all proposed services. CITY INFORMATION AVAILABLE TO CONSULTANT 1) Paper files (and some scanned files) of existing subdivisions and City projects are available in most cases. This information is of varying quality and has been found to be unreliable in some cases. The consultant chosen will be given the opportunity to review City documents and request drawings found to be helpful to be scanned and delivered to them. 2) Hangtown Creek Comprehensive Watershed Plan, March 2012 by RBF Consulting is included as Attachment A to this Proposal. This Plan includes Lidar and Aerial Surveys, which the City has electronic copies on file. (see pg and Exhibits 2 and 3 of report for more details) 3) City GIS Layers including Parcels, Roadways, Water, and Sanitary Sewer. (Contact Mark Ivani, Engineering Tech for more information at ) Request for Consultant Proposals Page 4 of 8

5 PROPOSAL - MINIMUM REQUIREMENTS The selected Consultant is expected to have a complete understanding of City and Caltrans procedures and manuals and all applicable laws and regulations necessary to complete the Scope of Professional Services. The Consultant chosen is expected to provide their unique expertise to this process and is expected to make their proposal fit the project. This request for proposals provides guidance, and may not represent exactly how the project scope should look. Submit Four (4) copies of all materials and Proposals for review by a City appointed Selection Committee. Concise, responsive Proposals shall be bound and formatted on 8 ½ x 11 pages (portrait orientation). All Proposals must include the following: 1. A letter of transmittal identifying name, address and telephone number of the principal person representing the firm, signed by a person authorized to execute a contract with the City. 2. A description of the firm identifying the firm's primary services, and professional and support staff members. 3. A list of personnel to be assigned to the proposed Project and a resume of qualifications for each person to be used, including sub consultant personnel. An organizational chart shall also be provided including every person whose resume is provided and shall clearly show the function each person will be expected to fulfill. 4. If sub-consultants or joint consultants are proposed, describe any relevant association with the proposed sub-consultants. Provide examples of past projects on which the lead firm has worked with each sub-consultant. Indicate the percentage of the fee allocated for each participating consultant and/or sub-consultant. 5. A description of similar projects completed by the team including a client reference, phone number(s), and all consultant staff persons who worked on the project. Include an introductory narrative that describes the team s overall experience, particularly as it relates to the services proposed. Also include information on the specific project size, location, and the scope of work. Please note the estimated and actual budget, estimated and actual study cost, estimated and actual project delivery schedules, the original staffing and staffing at project completion. 6. A statement expressing the firm's understanding of, and general approach to, the proposed Project and associated issues. Also, describe the firm s understanding of key issues and its approach to resolving those issues. 7. A description of the firm s proposed Scope of Professional Services, including suggestions for streamlining the Scope of Professional Services. Teams/firms are encouraged to be creative in preparing Proposals that demonstrate the most effective procedure for producing the necessary products. Request for Consultant Proposals Page 5 of 8

6 8. The Proposal must include a discussion of any other projects currently being undertaken by the firm/team that might result in delays to completing this Project on schedule. 9. Adherence to the Project Schedule will be of utmost importance. Prospective Consultants shall include a detailed schedule in the Proposal. The schedule shall list activities in sufficient detail to demonstrate understanding of the process involved in delivering a project of this type. The schedule will show the critical path and all parallel paths. 10. A statement acknowledging that the prospective Consultant has reviewed the language contained within the Sample Professional Services Contract (see attachment) and that the prospective Consultant concurs with the provisions contained within said contract, and can/will meet the indemnity and insurance requirements without alterations to the City s standard agreement. 11. A Cost Proposal shall be provided as part of the proposal. As this is not considered to be an engineering services proposal, the costs and/or amount of work proposed to be completed within the project budget will be a consideration in making the final consultant choice. MODIFICATION OR WITHDRAWAL OF PROPOSAL Any Proposal received prior to the date and time specified for receipt of proposals may be withdrawn or modified by written request of the prospective Consultant. To be considered, the modification must be received in writing, and in the same number of copies as the original Proposal, prior to the date and time specified above for receipt of Proposals. SELECTION CRITERIA Proposals will be evaluated based on the thoroughness, clarity, and quality of the material presented, with emphasis on: 1. Approach and understanding of work to be done; 2. Experience with similar GIS projects; 3. Specific technical experience; 4. Familiarity with Placerville streets, creeks, and storm drain systems ; 5. Quality of staff for work to be done 6. Capability of developing innovative techniques for both data gathering and development of mapping systems. 7. Capability of working successfully with the public and local stakeholders, and to provide necessary training. Request for Consultant Proposals Page 6 of 8

7 8. Ability to meet schedule and budget targets 9. Team (including sub-consultants) work experience on similar projects 10. Experience and ability to work with City as Project Manager The selection criteria are provided to assist prospective Consultants and are not meant to limit other considerations that may be identified during the course of the selection process. SELECTION PROCESS City staff will open Proposals following the proposal submittal deadline. The only information that will be made available to the public at that time will be the names of the consultants submitting Proposals. The contents of all Proposals, or any other medium which discloses any aspect of the Proposal, shall be held in strictest confidence until the City releases a Notice of Intent to Award. A Consultant Selection Committee will be appointed by the City to evaluate the Proposals. It is anticipated that representatives from the City will conduct the evaluations. The Consultant Selection Committee may interview respondent firms during the selection process if it is determined to be necessary. When evaluation of the Proposals and presentations has been completed, a Consultant will be selected and negotiations will be initiated. If for any reason a contract cannot be negotiated, the City reserves the right to select the next ranked prospective Consultant. The City will then make recommendations for selection to the Placerville City Council, based on the selection criteria outlined in the preceding section. REJECTION OF PROPOSALS Prospective Consultants interested in being considered must submit a Proposal in compliance with this notice. Failure to meet the minimum requirements of the Request for Proposals (RFP) shall be cause for rejection of the Proposal. The City reserves the right to reject any or all Proposals. The City may reject a Proposal if it is conditional, incomplete, contains irregularities, or reflects inordinately high cost rates. The City may waive immaterial deviation in a Proposal. Waiver of an immaterial deviation shall in no way modify the RFP documents or excuse the proposing firm/team from full compliance with the contract requirements if the prospective Consultant is awarded the contract. Request for Consultant Proposals Page 7 of 8

8 CONTRACT AWARD Response and selection of a Proposal will not necessarily result in a contract with the City of Placerville. Proposal opening does not constitute awarding of a contract. Contract award is by action of the Placerville City Council and is not in force until fully executed by that Council. CITY RESPONSIBILITIES The City will assign a Project Coordinator with responsibility for overall project management, for schedule review and approvals, for timely review and approval of project submittals, and for project coordination. The City reserves the right to perform any portion of the Scope of Professional Services with City personnel, as the City may determine is necessary and appropriate, subject to the availability of resources. INQUIRIES and RESPONSES All inquiries to this RFP should be submitted to: City of Placerville Engineering Division Nathan Stong, City Engineer [email protected] Phone: Responses to inquiries and/or clarifications to this RFP will be posted to the City website under Our City/RFP or by following this direct link: It is incumbent on the proposer to monitor the website for potential addenda to the RFP prior to submitting. All Proposals shall be received no later than 5:00 pm, Monday, June 9, 2014, at City of Placerville Engineering Division City Hall, 3 rd Floor 3101 Center Street Placerville, California All Proposals shall be submitted in a sealed envelope that is clearly marked City of Placerville Storm Drain GIS Development Project. Late proposals will not be accepted. Request for Consultant Proposals Page 8 of 8