REQUEST FOR PROPOSALS

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1 REQUEST FOR PROPOSALS PROFESSIONAL SERVICES FOR STORMWATER CONDITION ASSESSMENT AND REHABILITATION PROGRAM Town of Cary, North Carolina GG1130 March 19, 2015 Proposal Deadline: April 23, 2015, 3 p.m.

2 1. Introduction REQUEST FOR PROPOSALS STORMWATER CONDITION ASSESSMENT AND REHABILITATION PROGRAM The Town of Cary (Town) is seeking statement of qualifications and proposals from qualified firms to provide professional services associated with developing a Town. The selected team will work with the Town s Water Resources Department to develop a program framework for leveraging the recently acquired asset management software, NEXGEN, and ESRI GIS with the existing stormwater inventory data to manage and maintain stormwater management infrastructure within the Town s jurisdiction. 2. Background The current Town stormwater infrastructure database indicates there are approximately 22 miles of stormwater pipes over 50 years old, of which, roughly 74% are in the Town s Right-of-Way (R/W). Roughly 350 miles of stormwater pipes in the R/W are over 25 years old. A general condition assessment of these culverts with respect to geographic location, age, capacity analysis, current condition and evaluation of their remaining service life will enable staff to plan for the systematic replacement/rehabilitation of infrastructure utilizing rehabilitation technologies prior to structure failure. The Town is currently in the process of implementing a Town-wide asset management system utilizing NEXGEN software. This comprehensive web based software includes condition assessment capabilities as well as other tools for managing infrastructure, customer service requests, and day to day work flow. Additionally the Town is converting its geographic information system (GIS) from MapInfo to ESRI. These two new software platforms are being coupled together and will provide a more efficient technological means of serving the citizens of the Town. 3. Scope of Work It is the intent of the Town to use the selected consultant team to develop a stormwater infrastructure condition assessment and rehabilitation program. The selected consultant shall have demonstrated their capabilities and experience in asset management system as outlined in the scope of work. As a part of the response to this RFP, the Town encourages additional input that may enhance program development. The scope of work will include but not be limited to the following tasks: 3.1 Project Initiation Meet with the Town to kick-off the project and obtain background information to assist in understanding the Town s stormwater programs, procedures and available data. This will include obtaining and reviewing available storm sewer system data, historical records, complaint records, existing condition assessment data, O&M Page 1 of 7

3 history, costs and revenue structure, applicable ordinances and other pertinent information utilized by the Stormwater Division. The consultant will be required to compare the municipal separate storm sewer system (MS4) attribute data with other utility infrastructure for consistency. The primary objective will take into account how to leverage the Town s data management technologies, NEXGEN and ESRI GIS on the Town s desktop and mobile networks. 3.2 Asset Inventory Assessment The consultant will assess the existing programs, data, and technology within the Town in order to develop initial strategies as they relate to existing asset definitions, hierarchy, classes, standards, and naming/numbering policies. The consultant shall review all existing policies and, where appropriate, provide recommendations for improvements that focus on sustainability of a dynamic conditions assessment program. This will also include identification of data gaps in the existing inventory as well as what portions of the MS4 are public and which are private. The Town s focus will be publicly owned infrastructure. The result of this task should yield a data management strategy using NEXGEN and ESRI GIS that may be potentially scalable to other similar assets such as water and sewer infrastructure. 3.3 Rating System Review The consultant will assess the existing rating system used by the Town in other infrastructure categories such as water and sewer infrastructure for attributes identified in Task 2. The primary goal will be a clear, concise and consistent means of rating assets based on selected attributes in terms of condition and criticality with a focus on a sustainable dynamic program. 3.4 Level of Service The goal of this task will be to assess the level of service warranted by the Town to deliver reliable stormwater collection services for current and future conditions. The consultant will assist with assessing the NEXGEN predefined list of level of service performance measures versus custom developed metrics. The Town will select targeted performance goals and metrics for reporting through NEXGEN Asset Management s dashboard and performance management module. 3.5 O&M Strategies An assessment of the current O&M strategies versus options for modified O&M strategies will be completed including costs and how this can be balanced with a proactive program. The goal will be to use life cycle where the cost of major repairs/replacement is balanced against the accelerated cost to maintain due to a declining level of service. The O&M strategies will be used to improve system performance and preserve the asset s condition by maximizing planned maintenance and minimizing emergency calls. The O&M will include a cleaning and repair schedule with a goal of increasing the effective life cycle of existing system and identifying system replacement/rehabilitation needs. Repair and replacement strategies will be developed within the context of the annual Town budget. Refurbishment versus replacement should be addressed to determine the most costeffective solution. Potentially, a pilot test may be completed to assist with developing these strategies. Page 2 of 7

4 3.6 Data Management A review of the NEXGEN asset management and ERSI GIS geospatial database as it relates to the existing Town data will be completed. NEXGEN modules to be considered for managing data include but not limited to Customer Information System, Funding Forecast, Asset Inventory, Condition Assessment, Service Request, Work Order, Preventative Maintenance, Lifecycle Asset Plans, Risk Management, Capital Improvement Prioritization, Service Levels and Performance Reports. 3.7 Field Applications The selected consultant will assist the Town with developing field application strategies. Currently involved Town staff has a limited number of ipads that will be incorporated in the day to day operations for managing asset inventory, asset management, service request, GIS and work orders. 3.8 Training The consultant will provide training to Town staff, including Water Resources, Utilities and Public Works Department on condition assessment methodology and use of tools developed under this project. 3.9 Other The proposed project team for this RFP is encouraged to provide any additional suggestions that can enhance the project s success in developing a Condition Assessment and Rehabilitation Program. 4. Content and Format of Proposals Proposals shall be submitted as a single volume booklet bound in the upper left corner with a staple. The proposal shall not exceed 16 double-sided pages (A double sided page is considered to be two (2) pages; the cover page and any blank pages are not counted towards the limit. The introductory letter, Table of Contents, etc. is considered in the total page limit.). A page is defined as an 8.5 x 11 or 11 x 17 sheet that contains text, graphics, or other printed material. All proposals shall adhere to the following format and include, as a minimum, the noted adjunct information: 4.1 Introduction: Include a cover letter stating the firm s name, contact information (i.e., phone, fax, , etc.), primary contact person working on project and his/her contact information, brief history of the firm, a general statement of interest in providing services to the Town, and any other information you consider important about the firm or services provided. 4.2 Project Team(s) Provide an organization chart of the project team specifying the dedicated project manager assigned to the team, key personnel assigned to the team, sub-contractors, and statements of responsibilities and roles of each team member. Please do not list Page 3 of 7

5 staff that is not directly performing work on the project. If more than one project manager or team is desired, please include this information. 4.3 Qualifications: Indicate general qualifications of each team member in disciplines appropriate to the project, as well as, specific prior experience and qualifications applicable to the project. Packages should include the following: Brief resumes of key personnel assigned to the team(s) References (3 minimum), include name of project, brief description of project, and primary contact information of reference Brief examples (3 minimum) of similar projects or work related to the technical aspects and processes described in the Statement of Work. 4.4 Committed Work Load Provide information relative to the availability of each team member to perform the work requested in the RFP, indicate a percentage of project time that each team member is anticipated to be working on an assigned project. 4.5 Experience with the Town Indicate experience working for the Town on previous projects. Please include brief project statement, primary Town department and staff responsible for project, and whether the project was completed within scope, budget, and time-frame. 4.6 Understanding of Scope of Work Statement Respondents must include their understanding of methodologies and approaches to fulfilling the scope of work. Indicate any work or resources that are to be subcontracted or assumed to be provided by the Town. Include your firm s approaches to quality assurance/quality control. Share with us any unique perspectives or innovative methods your firm has implemented in managing stormwater assets. Suggest additional services which may enhance the value of this project. 4.7 Project Schedule Provide an explanation on how your firm determines project schedule and what methods your firm uses to ensure schedule is met. If a contract is awarded, the selected Firm must be in a position to begin work immediately and move promptly toward completing the scope of work. 4.8 Unit Price Schedule Provide unit price information (hourly rates) for each classification of personnel. There should be a clear correlation between the proposed project team and the Unit Price Schedule. 4.9 Insurance Statement Provide a statement that the firm will provide insurance requirements as specified in Article 5 of the Agreement. The Town does not allow limits of liability clauses in contracts. Proposals shall include a statement certifying that the firm, if selected, will provide the minimum insurance coverage as outlined in Article 5 (Insurance) prior to execution of the Agreement. Page 4 of 7

6 4.10 Agreement for Professional Services The selected firm shall be required to use the posted Agreement for Professional Services as a basis for any contract that will be negotiated. The firm shall review the entire professional services document prior to submitting a response to this Request for Proposals including, but not limited to: Article 2 Responsibilities of Professional Article 5 Insurance Article 6 Indemnities (6.2) Article 9 Ownership of Documents Article 10 Dissemination of Information (10.1); Conduct (10.7); and Public Records (10.11) The firm shall submit a Letter of Acknowledgement that they have reviewed the posted Agreement for Professional Services and agree to the terms and conditions as described therein. This letter shall be signed and notarized by a qualified representative for a proposal to be considered. 5. Method of Evaluation A panel of Town of Cary staff members will review the proposals based on the criteria below and may make a recommendation to negotiate a tentative contract. This request for proposals does not commit the Town to award a contract or enter into an agreement, to pay costs incurred in the preparation of a response to this invitation, or to procure or contract for any services or supplies. The Town of Cary reserves the right to reject any or all submittals received as a result of this request for proposals, or to cancel this request in part or in its entirety, if it is deemed in the best interest of the Town to do so. Proposals shall be evaluated based on the following criteria: 5.1 Firm experience/reputation/workload Experience of the firm in similar work and record of successful results of that work. Also considered will be the firm s ability to take on additional work, demonstrated understanding of the Town s goals and purposes of the project, specific management approach, how well the firm s organization structure show sufficient depth of its present workload, and the firm s ability to offer the breadth and quality of services required for this project. 5.2 Experience of the personnel assigned to this project team The Town will give considerable weight to the individual qualifications of the project team members who will actually do most of the work on the project. Consideration will include qualifications of key personnel, project team member s individual experience and other qualifications, project manager s experience, sub-consultant s (if applicable) individual experience and other qualifications. 5.3 Understanding of the Statement of Work The ability of the firm to outline a realistic approach to municipal stormwater condition assessment and rehabilitation management that integrates with NEXGEN Page 5 of 7

7 and ESRI GIS will be considered. The proposed approach for developing a program leveraging the Town s technology, existing asset data and future asset development management should be targeted toward a comprehensive integration that includes each aspect of managing the Town s stormwater programs. The primary focus should be a condition assessment and rehabilitation program with a comprehensive assessment of utilizing the new software applications with the overall stormwater program administration, master planning, NPDES Phase 2 programs, capital improvement, floodplain management, environmental protection and internal as well as external support services programs. Demonstrating an understanding of the existing stormwater attribute data as it relates to a dynamic deliverable. 5.4 Interview If necessary, some firms, but not necessarily all, may be requested to appear before the review committee for an interview. The requested firms will be given a minimum of seven (7) days notice to prepare. The interview will consist of a presentation of the firm s qualifications for the job, experience on similar projects, explanation of any ideas the firm has that may have a bearing on overall project cost or schedule and a question/answer period. Each firm s proposed key project staff shall attend the interview. Each firm shall be responsible for all costs (e.g. travel and presentation materials) related to the presentation. 5.5 Schedule Consideration will be given to the firm s availability to handle projects of various sizes within a reasonable time-frame. Proposed level of effort, as outlined in the example project, will also be used to determine how well the firm understands the project components. 5.6 Competitiveness of Fee Schedule The Town will consider unit rates in its overall evaluation of the proposals. The Town of Cary reserves the right to reject any and all proposals. 6. Submittal of Proposals Submittal packages are due no later than 3:00 p.m. EDT on Thursday, April 23, 2015 at the Town of Cary Water Resources Department. Five (5) copies of the proposal packages should be enclosed in a sealed envelope or box marked: REQUEST FOR PROPOSAL-. Electronic or facsimile copies will not be accepted. All proposal packages submitted hereunder become the exclusive property of the Town. Mailing Address: Physical Address (Town Hall): Town of Cary Water Resources Dept. Town of Cary Water Resources Dept. Attn: Dan Clinton Attn: Dan Clinton P.O. Box N. Academy St. Cary, NC Cary, NC Page 6 of 7

8 Proposals shall be sealed in an envelope or box marked: REQUEST FOR PROPOSAL: Stormwater Condition Assessment and Rehabilitation Program Attention: Dan Clinton, Water Resources Department 7. Inquiries Firms intending to submit proposals shall register with Dan Clinton via at to receive project information and updates. All questions regarding this request for proposals should be directed to Dan Clinton via by Tuesday, April 14, All written inquiries shall have a Subject Line that reads Stormwater Condition Assessment RFP [insert topic here]. Responses to all written inquires will be made via to all registered firms by Friday, April 17, List of Attachments Agreement for Professional Services (Example) Page 7 of 7

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