REQUEST FOR PROPOSALS SANITARY SEWER MAINTENANCE SERVICES FOR THE TOWN CENTER SEWER ASSESSMENT DISTRICT WITHIN THE TOWN OF WOODSIDE

Transcription

1 REQUEST FOR PROPOSALS SANITARY SEWER MAINTENANCE SERVICES FOR THE TOWN CENTER SEWER ASSESSMENT DISTRICT WITHIN THE TOWN OF WOODSIDE Submit Proposals to: Town of Woodside Public Works Department 2955 Woodside Road Woodside, CA Proposals due by 4:00 PM Friday, May 9, 2014 April 5, 2014

2 TABLE OF CONTENTS RELEASE DATE... 3 CLOSING DATE... 3 INTRODUCTION... 3 SCOPE OF SERVICES... 4 PROPOSAL MINIMUM REQUIREMENTS...7 INSURANCE...8 SUBMITTALS...8 EXHIBITS: A...Proposal Format B Evaluation Criteria C...Sample Professional Services Agreement RELEASE DATE: April 4, 2014 CLOSING DATE: May 9, 2014 not later than 4:00 PM 2

3 REQUEST FOR PROPOSALS FROM QUALIFIED PUBLIC/PRIVATE SANITARY SEWER MAINTENANCE ENTITIES FOR SANITARY SEWER MAINTENANCE SERVICES FOR THE TOWN CENTER SEWER ASSESSMENT DISTRICT WITHIN THE TOWN OF WOODSIDE INTRODUCTION The Town of Woodside includes a population of approximately 5,300. The Town Center Sewer Assessment District (TCSAD) includes 16,277 lineal feet of pipe, serving 107 connections. The system originally collected flows from the Town Center Shopping Center, and was expanded in 1987, to include areas west of the shopping center on Woodside Road and Cañada Road. Pipes are comprised primarily of PVC, with approximately 225 lineal feet of 6-inch diameter VCP pipe remaining in the older portion of the system. The Town Center Pump Station was last upgraded in This pump station conveys flow to the eastern end of the Town Center and discharges to the County of San Mateo Fair Oaks Sewer Maintenance District (FOSMD). A much smaller pump station, La Questa Pump Station, was constructed to pump flows from two connections directly to FOSMD, and does not flow through the Town Center Pump Station. The Cañada Sewer Area includes 4,656 lineal feet of pipe and serves 34 connections in the north section of the Town, near Cañada College. Flows are conveyed by gravity to a connection with FOSMD in Cañada Road, east of Highway 280. In addition, the Redwood Creek Trunk Sewer Assessment District (RCS) was established in 1968 to provide sewer service to the western neighborhoods within the FOSMD. These neighborhoods include Woodside Glens, Laning Drive/Jane Drive, portions of La Questa Way and Romero Road, Haciendas Drive/Lindenbrook area, areas near the intersection of Quail Meadows and Moore Road, much of Woodside Hills, and adjacent parcels on Farm Hill Boulevard. The system was constructed between 1968 and 1973, and is currently maintained by the FOSMD. Wastewater is conveyed through the FOSMD and City of Redwood City to the South Bayside System Authority (SBSA) Wastewater Treatment Plant. West Bay Sanitary District (WBSD) maintains 8 connections in the Town of Woodside. In 2010, the Town completed an assessment of sewer system rehabilitation and capacity improvement needs (Town of Woodside Sanitary Sewer Master Plan, Oscar Larson & Associates, July 2010). This assessment also serves as the Town s Sewer System Management Plan. 3

4 The TCSAD is maintained by Collection Systems Maintenance Service (CSMS), a private contractor who has maintained the lift station as well as the collection system for several years. CSMS has advised the Town that it will need to reduce its current level of maintenance of the Town s sanitary sewer facilities. The Town is interested in obtaining proposals from public and private entities to provide maintenance of a public sanitary sewer system. SCOPE OF SERVICES The proposed scope of work includes the following components: Review of existing data, documents, policies, and procedures Development of an updated maintenance strategy, if required. Maintenance includes pipe cleaning, and pump station maintenance. CCTV inspection will also be provided on an as-needed basis. Sewer system overflow (SSO ) response and provision of data to the Town for reporting Monthly and annual summary reporting to the Town In additional, the Town would be interested in an optional service: Sewer System Management Plan (SSMP) update Point Repairs (including Trenchless Repairs when possible) Task 1. Review Existing Data, Documents and Policies The selected public/private entity shall review existing information, including the current hot spot list, system maps and Master Plan, computerized maintenance management system (CMMS) data, ordinances, Standard Operating Procedures, pump station maintenance logs and information, historical SSOs, recent O&M progress reports, and other maintenance records and relevant information as provided by the Town. Task 2. Integrate Town Facilities into Maintenance Strategy Based on the information gathered in Task 1, the selected public/private entity shall integrate cleaning, CCTV inspection, and pump station maintenance activities into its current system-wide maintenance strategy. 4

5 Task 2.1. Sewer Cleaning Sewer mainline and trunk line cleaning will be completed on an annual basis using a high pressure truck-mounted jetter and/or combination jetter/vacuum truck, depending on available access. Cleaning success shall be measured, based on the quality of the cleaning performed, in addition to the length of pipe cleaned. Therefore, cleaning will be conducted with the objective of having a clear result. For budgeting purposes, assume that ten percent of the Town s pipes will require two passes to obtain this result, and that the remaining pipes will be cleaned in one slow scouring pass. Pipes subject to fats, oil and grease from the commercial area will need a more frequent cleaning. These hot spots are currently flushed 4 times/year. Task 2.2 CCTV Inspection The Town inspected all but 1,000 lineal feet of inaccessible pipelines in In order to complete the Town s CCTV system assessment and to keep CCTV information up to date and avoid a spike in costs in any particular year, the public/private entity shall inspect the remaining 1,000 feet of sewer main that was previously thought to be inaccessible, if possible, and a total of 4,000 lineal feet of sewer mains/trunkline per year to assess and capture any changes in condition and utilize this information in formulating CIP needs. The public/private entity shall also inspect the sewer mains following a maintenance-related sanitary sewer overflow (SSO) to help determine the cause of SSO, or following a pipeline repair to confirm a successful installation. This scope assumes five CCTV inspection mobilizations will be required over a 12-month period. Any manhole-to-manhole CCTV inspections shall utilize National Association of Sewer Service Companies (NASSCO) Pipeline Assessment and Certification Program (PACP). The public/private entity CCTV inspection crews shall have the necessary NASSCO PACP certifications. Task 2.3 Pump Station Maintenance The Town s master plan recommended upgrades to the Town Center Pump Station, for an estimated cost of $250,000 to $365,000, depending on the selected project. The Town included $100,000 in the 2-year budget ending June 30, 2014 to complete improvements to this facility. The public/private entity shall review the proposed plans to understand the nature of planned improvements. The public/private entity shall conduct the pump station maintenance activities 1-3 times per week for the Town Center Pump Station and conduct bi-weekly inspection and 5

6 maintenance on the La Questa Pump Station, which lifts flows from two connections to the existing pipeline in La Questa Way that flows directly to FOSMD. The Town Center pump station has an automated telephone alarm system to indicate when the wet well is nearing capacity due to wet weather flows or pump(s) breakdown or power outage. The public/private entity will be required to accept a phone system automatic dial from the pump station and to be able to respond to the call 24 hours a day, 7 days a week. Task 3. Sanitary Sewer Overflow Response and Reporting Support The public/private entity shall provide SSO field response activities in accordance with the Town s Sewer System Management Plan, Overflow Emergency Response provisions developed for the County of San Mateo by DKF Solutions. In addition, the public/private entity shall assist with initial (i.e., 2-hour) regulatory reporting by providing information in a timely manner to the Town s data submitters and Legally Responsible Official (LRO). The proposal does not require regulatory reporting or serving as the Town s LRO. Field response activities shall follow the Town s SSMP, and shall include containment if possible, identification and removal of the immediate SSO cause, clean up and restoration, traffic control and other public protection, and documentation. SSO response shall begin as soon as possible but no later than within a 60-minute period from notification. Follow up CCTV inspection shall be used to help determine the cause and also confirm that the SSO cause has been addressed. The public/private entity shall make recommendations whenever possible on a permanent fix so as to avoid repeat SSOs. The Town s master plan indicates that the sewer system should not have pipeline SSOs related to wet weather capacity issues. However, the master plan discussed the inability of the Town Center Pump Station to convey peak wet weather flows. The assessment was conducted using a hydraulic model that was developed without the benefit of insystem flow monitoring data. Therefore, it is not clear how the system will manage peak flows from a design storm flow event, which would be larger than storms that have been experienced in recent years. The public/private entity shall attempt to mitigate any wet weather SSOs to the extent possible given limitations of the existing system capacity. Task 4. Progress Reports The public/private entity shall provide monthly summaries showing the footage and results of pipe cleaning and pump station maintenance activities. The monthly summaries shall include the amount of flow from flow monitors located in the pump stations, narratives describing any issues encountered and how they were resolved, 6

7 and make recommendations for future improvements to system operations and maintenance. CCTV inspection media/reports shall be submitted with the written summaries as applicable. On an annual basis, the public/private entity shall provide a full report of system maintenance activities using the monthly summaries as a guideline. The annual report shall review monthly progress and results and include a discussion on trends in system performance. The annual report will provide information that is required to fulfill Monitoring, Measurement, and Modifications section of the SSMP. Task 5. Optional Service - Sewer System Management Plan Update In addition to the services described in Tasks 1 through 4, the Town is interested in updating its Sewer System Management Plan. The existing SSMP addresses the Town s overflow response procedures, but does not fully address the remaining ten SSMP elements. The Statewide Waste Discharge Requirements (WDR) were amended in 2013 to include the requirement for a Water Quality Monitoring Plan to anticipate SSOs greater than 50,000 gallons, in addition to other SSMP changes. The Town would like to develop a complete SSMP that addresses the Statewide WDR and is separate from the master plan. Task 6. Optional Service - Point Repairs (including Trenchless Spot Repairs) The public/private entity shall be available to conduct point repairs for the Town on a limited basis. It is anticipated that any required point repairs would be to the Town s older, VCP pipelines. Point repairs could involve installation of Cured-in-Place Point repairs such as; Pipe Patch lining repair, or Open Trench point repairs (Typically 5 lineal feet). Point repairs could be conducted on an emergency as-needed basis, or could be planned and prioritized by the public/private entity as part of the provided O&M services. This proposal shall include an optional, per-repair point repair cost for consideration by the Town. PROPOSAL MINIMUM REQUIREMENTS A sample typical agreement between the selected engineering firm and the Town is attached to this RFP. In addition, proposals shall include the information indicated on Exhibit A, Proposal Format. The Town will review proposals in accordance with Exhibit B, Evaluation Criteria. 7

8 INSURANCE The Town requires that the Consultant furnish evidence of Professional Errors and Omissions Insurance coverage of not less than ONE MILLION DOLLARS ($1,000,000), Comprehensive General Liability Insurance coverage of not less than TWO MILLION DOLLARS ($2,000,000 Combined Single Limit), and Automobile Liability Insurance coverage of not less than ONE MILLION DOLLARS ($1,000,000 Combined Single Limit). In addition, the Consultant shall maintain Worker's Compensation Insurance covering its employees and sub-consultants. SUBMITTALS The Consultant shall furnish a sealed cost proposal for the scope of services covering work in their proposal to be used for comparison to Town budgeting projections. Submit four (4) copies of the Proposal to: Town of Woodside Paul T. Nagengast, PE Deputy Town Manager 2955 Woodside Road Woodside, CA Questions regarding the RFP may be submitted in writing via to pnagengast@woodsidetown.org, or contact at (650) Proposals will be received until May 9, 2014, not later than 4:00 PM 8

9 Exhibit A Proposal Format The Proposal must contain, but need not be limited to, the following information: 1. Contact person that will serve as Project Manager. 2. A brief description of the public/private entity, office structure, and equipment to be used and available for sewer maintenance. 3. Summary of the public/private entity experience with maintaining public sewer systems for which the proposal is submitted with particular emphasis on any maintenance activities (including pump station maintenance) similar to this project. 4. An organizational chart showing the proposed relationships between all key personnel and support staff who are expected to participate on the project. 5. A brief summary of the qualification and experience of the key personnel to be assigned. Include relevant education, licensing, accreditation, and certificates. Include a list of references from other public sewer maintenance contracts that may be contacted. 6. The Understanding of the Work to be Performed and provide costs as indicated in the scope of work section. 7. A task list outlining the approach that will be taken to deliver the various items indicated in the Scope of Work for the project. 8. A statement that addresses the challenges that can occur during sanitary sewer and pump station maintenance and any unique experience, abilities, or services that can be provided by the public/private entity team to solve these challenges. Cite an example where these qualities were used. 9. Statement that addresses how the public/private entity team will demonstrate their commitment to the Town s sanitary sewer system when other demands are made on the firm's staff. 10. Statement that addresses the public/private entity team's ability to meet the insurance requirements. 9

10 Exhibit B Evaluation Criteria The following criteria will be used in evaluating the Proposals. The selection will be based upon the public/private entity s cost proposal in relation to their qualifications and experience to perform the work. Interviews may be conducted for the top few firms if needed. 1. All qualifications and performance data submitted by the public/private entity relevant to the project team, including a verification of data and references. 2. Public/private entity s understanding of the performance of public sanitary sewer and pump station maintenance as evidenced in the proposal. 3. Public/private entity s capability to develop or perform innovative or advanced techniques or designs. 4. Public/private entity s past record of performance in similar public sanitary sewer maintenance related to control of costs, quality of work, meeting schedules, and minimizing possible sanitary sewer overflows. 5. The present workload of the public/private entity and the availability of the team for this type of maintenance work. The project team shall be outlined in the proposal. 6. Public/private entity s familiarity with maintaining pump/lift stations and public sewer in complicated locations and the Town s policies and procedures as it relates to this project. The public/private entity shall clearly indicate the ability to accept calls and provide appropriate responses from the Town or the automated pump station dialing system. 10