Request for Qualifications Asset Management Program Phases 1 and 2

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Gregory Blake
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1 Request for Qualifications Asset Management Program Phases 1 and 2 OVERVIEW: A) OBJECTIVE The City of Garland Water Utilities is requesting qualifications and a statement of interest for Consulting Services on Asset Management Program project. B) PROJECT DESCRIPTION Consulting services are needed for phases 1 and 2 of the Asset Management Program project for the City of Garland Water Utilities. C) SCOPE OF SERVICES The City of Garland Water Utilities (GWU) will be undertaking a phased approach in establishing its Asset Management Program over the next several years. This will require outside technical and management consulting services to assist the Utility in creating a multi-phase approach plan for Asset Management Program. GWU consists of one (1) Water Control/SCADA division, one (1) Pumps and Tanks division, three (3) Water Distribution divisions, four (4) Wastewater Collection divisions, and one (1) Wastewater Treatment division. GWU is responsible for maintaining 1,000 miles of water mains, 1,000 miles of sewer mains, 8,500 fire hydrants, 22,000 valves, 2 wastewater treatment facilities, 11 sewer lift stations, 6 water pump stations, 3 elevated storage towers, 8 ground storage tanks, and over 68,000 metered service connections. Due to its self-contained nature, the Pumps and Tanks Division have been selected as the starting point of the Asset Management Program. Its assets (pump stations, tanks, and sewer lift stations) are some of the most critical in the distribution system. Initial engagement phases will be related but not limited to the following types of projects: Phase 1 - Development of high level Asset Management Program roadmap for

B) PROJECT DESCRIPTION Consulting services are needed for phases 1 and 2 of the Asset Management Program project for the City of Garland Water Utilities.

2 GWU: Assist GWU in gaining an understanding of asset management best practices; Gap analysis on existing asset data; Review of existing business practices and procedures including recommendations of areas for business process improvement; Documentation of Assets: identify assets, define its criticality and condition, and develop a decision making structure to plan and prioritize asset maintenance activities. Phase 2 - Asset Management software: Evaluation of existing software systems; Development of Asset Management software requirements definition, including necessary integration with existing systems. Development of software search and selection criteria. One of the desired outcomes of the initial phases is a software recommendation that can be documented for the City s IT project budget request process. The deadline for this part of the project is April, After review of qualifications the City of Garland Water Utilities may select one or more firms or individuals to be part of a pool of pre-qualified consultants that would be later invited to submit their proposals for this specific project. EVALUATION CRITERIA: A) RESPONSE SHALL INCLUDE AT A MINIMUM: 1. Experience in Industry and similar project experience with government entities within the last 3 years, contact information, including name, , phone number and address. (25% evaluation weight) 2. Staff Qualifications. Resumes and background data on the proposed key personnel for this project, contact information, including name, , phone number and address. (25% evaluation weight) 3. Firm Background and referrals: Length of time in business, depth of experience and reputation of the firm. Listing of licenses, certifications and insurance coverage. Contact information, including name, , phone number and address is needed for referrals. (15% evaluation weight) 4. Proposed schedule. Include an estimated schedule for the completion of initial engagement. (10% evaluation weight)

3 5. Quality and thoroughness of the response to this RFQ. (25% evaluation weight) As a separate attachment, provide the specific services your firm will provide. You may also include a list of other specialty services your firm can provide. Each proposal must include in its Qualification Statement a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the proposer or in which the proposer has been judged guilty or liable. Upon determination of an appropriate candidate, the City will enter negotiations for fees and expenses. Recipients should note that the City is under no obligation to enter into a contract with the initial candidate. If successful contract negotiations cannot be met with the initial candidate, the City reserves the right to re-evaluate and enter negotiations with other candidates. The City of Garland reserves the right to conduct interviews with and request presentations from any respondents. B) SUBMISSION REQUIREMENTS: Responses must be provided in hard copy. One original and four (4) copies of your response must be included. Any cost incurred by the vendor in responding to the RFQ is the responsibility of the vendor and cannot be charged to the City. The right is reserved as the interest of the City may require to reject any and all Qualification Statements and to waive any informality in the RFQ Response. FACSIMILE, INTERNET OR TRANSMITTALS SHALL NOT BE ACCEPTED (See section Additional Information) Delivery of Qualification Statements: One original and four (4) copies of the Qualification Statement shall be included in one package and marked plainly as: RFQ No Asset Management Program, Phases 1 and 2 Closing, December 6, :00 PM CDT The complete Qualifications Package shall be delivered to: City of Garland Purchasing Department 200 North Fifth Street Garland, Texas Attn: Sharon Towle

Each proposal must include in its Qualification Statement a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation

4 ALL RFQ RESPONSES MUST BE RECEIVED IN CITY OF GARLAND PURCHASING DEPARTMENT BEFORE CLOSING DATE AND TIME. Please limit RFQ responses to 20 pages. Questions or comments concerning this request for qualifications MUST be submitted via to Fred Souza, PMP All inquiries, comments, and responses will be distributed to all parties. Question deadline is 12:00 noon, November 22, Signature of Bidders: Each bidder shall sign the Agreement and Information form using his usual signature and giving his full business address. Qualifications by partnerships shall be signed with the partnership name followed by the signature and designation of one of the partners or other authorized representative. The names of all persons signing should also be printed below the signature. When requested by the Owner, evidence of the authority of the person signing shall be furnished. Late Qualifications Statements: Qualifications Statements received in the City of Garland Water Utilities office after submission deadline shall be returned unopened and will be considered void and unacceptable. The City is not responsible for delays in mail delivery or delays caused by any other occurrence. TERMS AND CONDITIONS Nondisclosure for Consultant Consultant agrees that any reports, data, documentation or other information given to, prepared by or reviewed by it or its employees and agents under or in connection with this Agreement may be proprietary, competitive and confidential information. Consultant shall make every reasonable effort to maintain the confidentiality of such information and shall not sell, license, publish, display, distribute, disclose or otherwise make available such information of the City to any third party, nor use such information except as authorized by this Agreement, without the prior written consent of the City unless authorized or required by law, court order, or pursuant to a subpoena; provided, however, information will not be released pursuant to a subpoena without first providing the City notice of the subpoena and an opportunity to contest (at the City's sole expense) the release of the information. This clause applies to the Garland Power and Light Department. Professional Liability Insurance The qualified firms shall, at their own expense, maintain in full force and effect during the initial year of and any subsequent years of the contract and for a minimum of one year following completion of work performed under such contract, professional liability insurance in the amount of $1,000,000. The

All inquiries, comments, and responses will be distributed to all parties. Question deadline is 12:00 noon, November 22, 2011.

5 required insurance shall be written with a company or companies approved by the Texas Department of Insurance to transact business in the State of Texas and acceptable to the City Risk Manager. The qualified firms shall provide a signed copy of the City of Garland Indemnification as attached. In addition the qualified firms shall provide the City a certificate or certificates of insurance evidencing the required insurance prior to commencement of work on future project.

The qualified firms shall provide a signed copy of the City of Garland Indemnification as attached.

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