REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL FOR DEVELOPMENT OF THE CITY OF CLAYTON SEWER SYSTEM MANAGEMENT PLAN (SSMP) PROPOSALS MUST BE RECEIVED BY: FRIDAY, 01/17/2014 AT 4:00 PM SSMP Request for Proposal Released 12/18/2013

2 TABLE OF CONTENTS I. PREFACE... 1 II. PROJECT OVERVIEW... 1 III. SCOPE OF WORK... 2 IV. WORK TO BE PROVIDED BY CITY... 4 V. PROPOSAL FORMAT... 5 VI. CONSULTANT SELECTION... 5

3 I. PREFACE This Request for Proposal (RFP) is for specialized professional services of a civil or sanitary engineer. It is the intent of the City of Clayton ("City") to engage a consultant civil or sanitary engineer who will provide professional services as described herein; however, the City reserves the right, at its sole discretion, to terminate this RFP process or negotiations with a selected consultant and either perform the work with its staff, or begin a new RFP process. Further, the City may, at its sole discretion, eliminate some tasks listed in the RFP and perform those tasks using its own staff or another consultant. Nothing herein, or in the process, shall be construed as having obligated the City to pay for any expenses incurred by respondents to the RFP, or to the selected consultant prior to the City Council's approval of a consulting services agreement. CITY OF CLAYTON WEBSITE An electronic copy of this RFP is available for download on the City's website at If the RFP is downloaded from the website or obtained from another source, and you wish to be an RFP holder of record, please submit a written notification to Rick Angrisani, City Engineer, at ricka@permcoengineering.com. MODIFICATIONS Any modifications to this RFP will be provided to RFP holders of record. An attempt will be made to post modifications to the RFP on the City's website, however, no assurance can be provided. II. PROJECT OVERVIEW Prior to the City of Clayton's incorporation in 1964, sanitary sewer collection and treatment was provided by the City of Concord ("Concord") for the properties in the unincorporated areas east of the Concord city limits. After incorporation, the Clayton City Council approved entering into an agreement with Concord for the treatment of sewage and maintenance of the sanitary sewer collection system. A few years later, Concord contracted with the Central Contra Costa Sanitary District ("Central San") for the treatment of all sewage flows from their system (including the flows from the City of Clayton). The agreement with Concord has been updated a couple of times, but the City has retained its ownership rights to these facilities and to any facilities that would be constructed and accepted in the future. On May 2, 2006, the State Water Resources Control Board ("SWRCB") adopted Water Quality Order No which established Statewide General Waste Discharge Page 1 of 6

4 Requirements ("WDR") for all publicly owned or operated sanitary sewer systems within the State of California. The WDR requires all federal, state, municipalities, counties, districts and other public entities that own or operate sanitary sewer systems greater than one mile in length that collect and/or convey untreated or partially treated wastewater to a publicly owned treatment facility in California to report Sanitary Sewer Overflows ("SSOs") to SWRCB and to develop and implement a system-specific Sewer System Management Plan ("SSMP"). Based upon the City's long time agreement with Concord, Concord reports SSOs and prepares the required SSMP for the facilities owned by Concord and applicable, in part, to Claytonowned facilities operated by Concord. The regulations have now required the City of Clayton to re-evaluate the operation and maintenance of the sanitary sewer pipelines that the City owns within its jurisdiction. The State regulations also require that both owners and operators be directly responsible for the implementation and operational integrity of their systems by way of implementing SSMP's and other requirements. The City intends to maintain its existing agreement with Concord for the ongoing maintenance of the sanitary sewer system and the reporting of SSOs. This RFP requests assistance in the preparation of an SSMP for the facilities owned by Clayton including the assessment, editing and inclusion of those portions of Concord's SSMP which are applicable to Clayton-owned facilities. III. SCOPE OF WORK Consultant will be responsible for the preparation of the final SSMP, and the City is seeking professional assistance on the required elements. Where noted below, Consultant will review Concord's SSMP, evaluate its sufficiency as applied to Clayton, and, incorporate the element, revised as needed to comply with the SSO WDR, into Clayton's SSMP. The SSMP is to be prepared in accordance with the Sewer System Management Plan (SSMP) Development Guide issued in July 2005 by the San Francisco Bay Regional Water Quality Control Board in cooperation with Bay Area Clean Water Agencies and in accordance with the SWRCB Order No ("SSO WDR") and shall include the requirements of the amended monitoring and reporting program as specified in the Order No. WQ EXEC issued by the SWRCB. The SSMP is a written document that details how a public entity's sewer system is operated, maintained, repaired and funded. At a minimum, the SSMP shall include the following elements, to comply with the SSO WDR: No. Element Description of Element Assistance Requested 1 Goals The SSMP must list the goals of its Provide element preparation and implementation. 2 Organization The SSMP shall identify the authorized representative responsible for the development of the SSMP and spell out the chain of communication for reporting SSOs to SWRCB and other regulatory agencies Provide element Page 2 of 6

5 3 Overflow Emergency Response Plan 4 Fats, Oils and Grease (FOG) Control Program The SSMP shall describe the entity's overflow emergency response plan to be implemented in case of SSOs. The plan shall include proper notification procedures, emergency response operations and staff training Based upon reported SSOs since 2007 (6 incidents, none due to FOG blockage) and the paucity of restaurants and other FOG producing uses, a FOG control program will not need to be developed 5 Legal Authority The public entity shall demonstrate, through sewer use ordinances, services agreements, or other legally binding procedures to control infiltration/inflow from collections systems and laterals, to require proper design and construction of new and rehabilitated sewers and connections, and to require proper installation, testing, and inspection of new and rehabilitated sewers. 6 Collection System Map 7 Resources and Budget 8 Routine and Prioritized Preventive Maintenance 9 Scheduled Inspections and Condition Assessment The City does not have GIS, but maintains a hand-drawn base map for the sewer system. This requirement states that the City shall allocate adequate resources for the operation, maintenance and repair of the collection system. This requirement states that the City will describe routine operation and maintenance activities and prioritize its preventive maintenance activities. This requirement states that the City shall identify and prioritize structural deficiencies. No task required in the proposal as the City is updating and converting the base map into AutoCAD Task limited to assisting in verifying the adequacy of current assessment amounts; and providing a report on the assessment amount Page 3 of 6

6 10 Contingency Equipment and Replacement Inventories This requirement states that the City shall provide contingency equipment, etc. 11 Training This requirement states that the City shall provide training on a regular basis 12 Outreach This requirement states that the City shall implement an outreach program 13 Capacity Management 14 Monitoring, Measurement, and Program Modifications Various studies by the City and Concord have shown that the existing sanitary sewer collection system is adequate for the anticipated population within the current City limits; the City anticipates that any additional growth will occur in the unincorporated area east of the City; in 2008, the City prepared a sewer master plan (Marsh Creek Road Specific Plan Area - Sanitary Sewer Master Plan) to evaluate the effects of future growth and their impact on the existing collection system; this report is to be reviewed by Consultant and updated as necessary. The SSMP shall discuss how the City shall monitor the implementation of the SSMP elements, as well as their effectiveness. Based upon the results of the capacity assessment, Consultant shall prepare a capital improvement plan to provide hydraulic capacity of key sewer system elements under peak flow conditions. IV. WORK TO BE PROVIDED BY CITY Consultant will work with City staff to identify and compile pertinent documents and data that will provide the information required for the capacity assessment portion and other portions of the SSMP. Page 4 of 6

7 The selected consultant will review the available information provided by the City and Concord for accuracy and completeness, and recommend any necessary modifications so that it provides all necessary information to meet SSMP requirements. V. PROPOSAL FORMAT The qualifications submitted in response to this RFP is an opportunity to present your previous experience and your proposed project team. The qualification package should contain an executive summary of the proposal, emphasizing the consultant's approach, qualifications, and capabilities. The proposal should also specifically include the following information, in this order: 1. Detailed Scope of Services to be provided 2. Proposed team of personnel and sub-consultants 3. Organizational structure of the team 4. Matrix of personnel titles with responsibilities/duties and hourly rate charges 5. Proposed facilities and equipment 6. Proposed lump sum cost for each scope of work item and total cost of all work 7. Firm background information 8. Sub-consultant background information 9. Experience with similar scoped projects for firm, personnel and sub-consultants 10. References for firm, personnel and sub-consultants 11. Proposed performance schedule The consultant shall submit three (3) copies of the above proposal. VI. CONSULTANT SELECTION The City will review all proposals submitted and will rank proposals based upon the consultant's understanding of the work to be done, its experience with similar types of work, and the qualifications of its staff. Selection of the consultant will be based upon the proposal ranking. Proposals should provide information in sufficient detail to allow a complete evaluation. The contract will be negotiated and awarded to the most qualified consultant whose proposal best conforms to the RFP and is, in the sole opinion of the City, most appropriate and advantageous to the City. The City reserves the right to reject any and all proposals and to negotiate terms with any qualified potential consultant. Selection Process and Estimated Schedule Page 5 of 6

8 Release of RFP...12/18/2013 Proposals Due...01/17/2014 Consultant Selection...01/31/2014 Contract Negotiation Completed...02/07/2014 City Council Consideration of Award...02/18/2014 Authorization to Proceed...02/24/2014 City Contact: Contacts addressing this RFP should be directed Rick Angrisani, City Engineer, via at to assure that all information provided to proposers will be consistent, uniform and available to all proposers. Proposal Submission: All cost proposals become the property of the City upon submission. Although the City intends to keep all cost proposals confidential, the City will not be responsible for materials obtained by other parties without the consent of the proposer. Three (3) copies of the proposal, including any transmittal or cover letter, must be submitted to and received at the office of the City Engineer at 5375 Clayton Road, Concord, CA 94521, by 4:00 PM on 01/17/2014. Page 6 of 6