Item 8CAGENDA ITEM # 8C
SEPTEMBER 10, 2007
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Wastewater and TMDL Compliance Program -Engineering Contract
RFP 07-04
SUBMITTED BY: Donna Kaluzniak, Utility Director
Rick Carper, P.E., Public Works Director/City Enginee~~_
DATE: August 31, 2007
BACKGROUND: The Department of Environmental Protection will be creating more stringent
requirements for the City's wastewater treatment plants due to the Total Maximum Daily Load
nitrogen limits. Other new requirements, as well as sewer rehabilitation projects may require
engineering assistance.
Some of the possible projects as discussed during budget workshops include:
^ Amore detailed analysis of the most cost effective way to meet the TMDL limits
^ Design of a reclaimed water system
^ Detailed design for upgrades to Wastewater Plant #1
^ Possible upgrades or rerouting of flows from Wastewater Plant #2
A request for proposals was advertised and five firms provided proposals:
Applied Technology & Management
Camp, Dresser & McKee
HDR Engineering, Inc.
Jones Edmunds & Associates
PBS&J
Staff reviewed and ranked the proposals, then conducted interviews with the top three firms. After
interviews, the top three firms were ranked:
1. HDR Engineering
2. Camp, Dresser & McKee
3. Jones Edmunds & Associates
HDR Engineering was the top ranked firm. HDR had the strongest team based on depth of
experience and variety of similaz past projects. This firm also had an excellent and well thought out
project approach section.
Staff expects this to be a multi-year contract to maintain continuity with phases of work needed to
AGENDA ITEM # 8C
SEPTEMBER 10, 2007
meet the TMDL requirements and proceed with the City's wastewater program. A scope of work and
associated cost will be provided for the various projects.
BUDGET: A total of $350,000 was budgeted for TMDL engineering in FY07, but no projects were
started as staff has been awaiting a final determination of effluent limits from the Department of
Environmental Protection. Approximately $610,000 has been budgeted in the Sewer Fund for FY08
for TMDL related projects.
RECOMMENDATION:
^ Designate HDR Engineering as the City's engineer for Wastewater and TMDL Compliance
Program.
^ Authorize staff to negotiate a contract for a TMDL Feasibility Investigation to determine the
most cost effective way to meet the TMDL.
^ Authorize staff to negotiate a contract for design and permitting of a Reclaimed Water System
^ Authorize staff to negotiate future contracts for design and permitting of wastewater plant
upgrades or wastewater system modifications based on the outcome of the Feasibility
Investigation
^ Scopes of Work for various contracts will be developed by staff and brought to the
Commission for individual approvals as necessary.
ATTACHMENTS: 1. Scoring sheet
2. Request for Proposals 07-04
REVIEWED BY CITY
U
W ~
N ~
0
z_a
W~
2 ~
W~
~a
m
0 =
~ _~
Q sz.
O
V
aJ
O
a~
LL ~
0 ~
0 ~
Q ~
~ 3
Q~
w3
C L Z3 ~ 'a L
C ~t N ~ M ~
~D
Q
Q~ CEO (O t~ ~ ~
+~ O ~ aMO rn O r
+..
o
U
~ o a~~i o~o• a~~i , a_ cNO• m ~ ~ a'~o
E rn~ u~ E v E E ~' g v E ~•
k ri E ~ ~ ~ api c~Oo
~ ~ ~ ~ N ~ ~
~ M O ti O O
.~
C tp
t0 ~ 'd' to ~
f
~ M
<
U tf N
( ~
~ tq
( dj
U t[~
~ 0 0 p 0
_
~ a ~
~ ~ a
d~ ~m ~m
EW NW mcn ~v~
CW NW ~cn
cW ~cn
yW mcn
EW ~cn
yW mcn
cW ~cn
yW
LL, fC. ~ LL. 1' C} LLB' C~ LLB C~ LL 1- C~- LL.~ ~~'
~ ~ N N O
~~ ~ O O O O ~
•~ ~ .C
~ -Q U
•
~
p
a
Q c
U ..,.
C O
~
~ ~ ~ ~
~ v rn ~ n c00o•
~ ~ ~ N N ~ ~
Q N
•~ ~ ~ ~ M ~
~ N
O O _
N N N ~
. ~ '~ 'o a
~
U v u r_n
.~
~ (q ~
~' (q M
r CO
e- O
N N
~ ~
m i U t'
\
a 4• Q c
j
N
h
O r CNfl• -M - (NO• -r
W O
- O
• ~ N W 'p6 N ~ ~ N W .D N W U
m LLI ~ N
~ ~' m ~' ui ~i ~ W
a w m
V a: a m
_
'm ~
ai
W E
~
ui
E
a
~ w
W
E
a
w ~
°° LLi w .~ ui
°' rn n: o
~ E
Or ~ W m 4; o
,,...
V~-m rn a a~ a
ti ,Q
co
~ ~ o~ n:
j
i
~E ui `o
.~
~a rn d a~ ~
~ jy
o~~ W n: a o
a •~ a~ ~ m_
m
m~U~ a$
w
aS
,~,,,,
U ~
..: p ~
C O ~
a-
.C N N N
~ •
U ~
v
p>•C C
7 Z' °
~ ~
N •-
t ~ C .~
O
U uic
y ..._ f0
N 'C ~
C f6 , ~
U C O ,
L f6
y
~
O
~ ~p N p
~' ~ ~ G.
O C p
j
C f6 ~ f0 d
~ ~ (
C t0 O
N
C U y O
~ N d
N a> N
C J P2 ~_ >L> ~' p C.
~
7 p
S~ ~ ~ ~ >,
~ n.
!q
a
o d F
- ~ ~
C~ ~~ ~
•~ N ~
~ O p a O
~
C O (,~
.~ N ~
~ C O
~ ~yy 2 ~ Z.'
U~ O t N
U
~
a Y
~ 'C ~ ~ Q N
^ N
C O
' UC'J ~ Q
i
o N
~
~
°
' N
°
`m
'
O~ ~
-'
C~ -
N
~c>O
~~
U ,
N
a~cnm O
•
=
`~ N
a
0°
~L m r
i a
a
c
n c
a
n a
U ~
c~ a v~ a
a cn
U'
~
j ~ t[)
'
N ~ j ~ O
C
N O~ > N
m N ~ r
O N _ In
O N
L
N V O
fd M d
~ +-~ M
U •`
e' y M ~ M _~ M
~
~ C~
> m ~ J
O Il O
J
~ ,~ LL C OJ
•~ ~ L1. to 7J
C m l1 U J
p LL
U
~ Q N
O• C N
T
• C~ N
• C A N
U• ~ N
•
~ ~ N
~
•
> O
> m~O
> y
> O
> O
>
.a C
O
Op. l3 O C
mN N
p C O C
W ~~ y C M C
-~ ~ W y C
NU N 7~ C
~~M N
Y
fir- UN
F-~ caN -" U
~~"
QO O N ~O ='~
0O O c0 U~~
~- m CO~
OO l0 UO =' U
m~ 0 N
~L Q ~tMM Uoocn-~ =Nfn-) 7~-7 7 e-7 d~UM
AGENDA ITEM # 8C
.iEPTEMBER 10, 2007
Y
.~
N
Y
s;
a
~ ~
N
oV
~' U
C ~
~ ~
~~_
m
U ~~
_ ~
L
Q .~
U a~~i
Y a
~ O
0
~ 3
a
,Q
~ U
V O
o '>°'
Q
C
AGEI~IDA ITEM # SC
SEPTEMBER 10, 2007
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
WASTEWATER AND TMDL COMPLIANCE PROGRAM
RFP 07-04
The City of Atlantic Beach, Florida is soliciting for proposals from professional engineering firms to
provide engineering services for the City of Atlantic Beach Wastewater and TMDL Compliance
Program. Proposals must be submitted in quadruplicate by Friday, 4:30 PM, July 20, 2007 and
addressed to:
Donna Kaluzniak, Utility Director
1200 Sandpiper Lane
Atlantic Beach, FL 32233
BACKGROUND
The City of Atlantic Beach owns and operates two wastewater treatment plants and their associated
collection and transmission systems.
Wastewater Plant #l, located at 1100 Sandpiper Lane, serves all customers within the City limits.
Wastewater Plant #2, located at 739 Renault, serves the out-of--city area to the north and west of the
City limits.
The City also owns storm water treatment and conveyance infrastructure as a Municipal Separate
Storm Sewer System (MS4), and is a co-permittee with the City of Jacksonville and the FDOT.
The City has been participating with the Department of Environmental Protection (DEP) and various
stakeholders in the Total Maximum Daily Load (TMDL) process for the Lower St. Johns River,
which will result in effluent nitrogen limits for the wastewater treatment plants and the MS4.
A Sewer Master Plan was completed in 2000 and a Sewer Master Plan Update completed in 2006.
Both plans noted areas in need of sewer replacement and rehabilitation. The Sewer Master Plan
Update included planning level recommendations for reclaimed water plant construction and
wastewater treatment plant upgrades that may be required to meet the impending TMDL nitrogen
limits. Although some storm water system projects are planned, additional removal of nitrogen at the
wastewater treatment plants will likely be needed to offset storm water nitrogen loadings.
The City of Atlantic Beach will need engineering assistance to address the TMDL requirements
SCOPE OF WORK
The exact scope of work under this contract will be determined during the life of the contract, which
may be implemented in various phases or for various specific projects. The scope of work may
include professional engineering services related to planning, financing, survey, design, permitting,
bidding and construction management of wastewater, reclaimed water or stormwater projects for the
City of Atlantic Beach service area.
AGENDA ITEM # 8C
SEPTEMBER 10, 2007
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
WASTEWATER AND TMDL COMPLIANCE PROGRAM
RFP 07-04
Anticipated projects under this scope of work may include, but are not limited to the following:
^ Preliminary Design of Wastewater System modifications to meet TMDL requirements. To
include analysis of best options for the combination of wastewater modifications that will
meet TMDL nutrient limits. Options must include accommodating requirements for storm
water nitrogen allocations. Analysis may include upgrades at either or both plants, options to
re-route flows or portions of flow from one wastewater plant to another, reclaimed water
distribution, optimization of existing processes or other factors to provide the most cost
effective means of meeting DEP regulations.
^ Development of a Reuse Strategic plan for future reuse opportunities and tie-ins, including
size recommendations for plant (whether to treat entire or partial flow from Wastewater Plant
#1).
^ Design, permitting, bidding and construction supervision of a Reclaimed Water Facility and
piping to provide water for the nearby Selva Marina Golf Course and associated residential
development. This project will include preparation of the engineering report or abbreviated
report as required by F.A.C. 62-610.310.
^ Design, permitting, bidding and construction supervision of wastewater treatment plant
upgrades as determined during the Preliminary Design work.
^ Design, permitting, bidding and construction supervision of modifications to the wastewater
collection system that would provide the most cost-effective means to meet TMDL nutrient
requirements, as determined during Preliminary Design.
^ Other related engineering projects.
A more detailed scope will be developed for individual projects during the life of the contract. Each
project will be negotiated separately, with an agreement prepared for signature for the specific project
awarded by the City. The City reserves the right to award contracts on a design-build basis if in the
City's best interest.
2
AGENDA ITEM # 8C
SEPTEMBER 10, 200'7
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
WASTEWATER AND TMDL COMPLIANCE PROGRAM
RFP 07-04
CONSULTANT(S) WRITTEN PROPOSAL REQUIREMENTS AND SELECTION
PROCESS:
A. SELECTION PROCESS: Consultant selection shall be in accordance with this request for
proposal. The evaluation process shall determine qualifications, interest, and availability.
City staff will first review all written responses. This review will result in a ranked list of
fully qualified respondents. After ranking is completed by staff, informal interviews may be
conducted of selected respondents determined to be best qualified based upon the evaluation
of the written responses. The determinations shall be based upon the criteria below.
The City reserves the right to reject any and all proposals, waive informalities and
technicalities, and make award to the firm whose proposal best serves the interest of the
City. Also, the City reserves the right to make such investigation as deemed necessary to
determine the ability of any proposer to perform the services requested.
B. METHOD OF RANKING: During the review of written responses, each criterion below
will be ranked on a scale of zero (0) through ten (10). In addition, each criterion has
been assigned a percentage value that weights the criterion's significance to the project as
noted below.
C. WRITTEN PROPOSAL /QUALIFICATIONS PACKAGE REQUIREMENT:
Respondents are to adhere to the requirements shown below. Failure to do so may result in
rejection ofproposal asnon-responsive.
- Be concise and to the point.
- Provide adequate information on each criterion below.
- Provide the ranking criteria information below in the order shown.
D. RANKING CRITERIA:
1) Firm's Professional Qualifications and Project Team [30%]: List Consultant team
members and sub-contractor firms, including detailed resumes. Give brief bullets
on education, training and experience for project personnel. Team members listed
in the proposal must be available for work on the project during the entire
contract period. In the event a team member leaves the employ of the consultant
during the contract period, another team member with equal or better experience
and qualifications may be substituted, with the City's approval.
2) Past record of professional accomplishments [25%]: A list plus brief description of
completed projects similar to the project under consideration. Provide reference letters
AGENDA ITEM # 8C
SEPTEMBER 10, 2007
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
WASTEWATER AND TMDL COMPLIANCE PROGRAM
RFP 07-04
and a list of other agencies, governments or companies for which similar services have
been provided. Include owners' contact person, FAX number and telephone number,
and type of projects completed. Note which of the Project Team members proposed for
this RFP were involved in each past project and in what capacity.
3) Project approach [25%]: Describe the firm's specific proposed approach to providing
the City with a workable and cost-effective Wastewater and TMDL Compliance
Program.
4) Staff Availability and Capability to Meet Deadlines [10%]: Current and projected
workload for the project team, which indicates the availability of staff to complete
assigned projects in a timely manner. Time is of the essence for this project.
Provide a schedule for completing the project showing major milestones and ability to
meet the project deadline.
5) Financial Responsibility and Insurance [5%]: The form of business of the prime
consultant, i.e., proprietorship, partnership, corporation; years in business; changes
in ownership; bank reference; and any other information the applicant may wish to
supply to verify financial responsibility. Include the most recent audit summary
the firm, and current certificate of insurance.
6) Proximity [5%]: Location of the consultant's home office (corporate headquarters)
and location of the local office where the project(s) will be produced.
7) Cost [0%]: Not included in scoring. To be used during negotiation of contracts. Quote
rates, fees, or charges, includingprogrammed price increases or percentages for
multi-year contracts. Detail other cost proposals or cost breakdown information.
a. Schedule of direct labor rates (without fringe benefits) for the following categories of
personnel to be used on this requirements contract.
Principal (Partner or Senior Officer)
Project Manager (Responsible Professional)
Design Engineer or Architect (Registered)
Designer or Technician (Non-registered)
Drafter
Field Inspector
Clerical (Typist, Word Processor, Printer, Assembly)
Other (Specify)
AGENDA ITEM # 8C
SEPTEMBER 10, 2007
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
WASTEWATER AND TMDL COMPLIANCE PROGRAM
RFP 07-04
b. Proposed overhead rate on direct labor, profit rate, costs of printing, CAD systems or
other direct project costs. Overhead rate may not be more than 150%.
c. Any other information available to show pricing methods.
d. Miscellaneous guidance:
- Proposed rates and costs will be used in the negotiation of fees and shall remain in
effect throughout the current term of the contract. If costs will increase during the
life of the contract (i.e. annual rate increases), note timing and percent or amount of
cost increase.
- List the proposed profit rate in use by the firm. Profit shall be applied only to direct
labor plus associated overhead. No mark-up or profit shall be paid on non-labor
related job costs, reimbursable expenses, or services provided by subcontractors.
- Prior to negotiation on each requirement for scope of service, the selected
consultant(s) will be required to provide the proposed total compensation, utilizing
the rates shown in this proposal and detailing employee hours needed for each
activity, number of sheets required for drawings, amount proposed for surveys,
geotechnical investigations, other specialty sub-consultant costs, and all other costs
associated with the project.
E. PROPOSAL IS NOT A BID: This request for proposals /qualifications is not to be
considered a BID. The City of Atlantic Beach will evaluate proposals based on the criteria
set forth in this RFP. Rates, fees and charges are requested as part of the RFP package.
However, the evaluation process will consider all other requested criteria to determine
which firm(s) are the most highly qualified to perform the required services.
INDEMNIFICATION REQUIREMENT
The City shall require the following or similar indemnification paragraphs to be made part of
the contract(s) as entered into with the successful proposer(s).
The City shall be held harmless against all claims for bodily injury, sickness, disease, death
or personal injury or damage to property or loss of use resulting therefrom arising out of
performance of the agreement or contract, unless such claims are a result of the City's own
negligence.
AGENDA ITEM # SC
SEPTEMBER 10, 2007
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
WASTEWATER AND TMDL COMPLIANCE PROGRAM
RFP 07-04
The City shall also be held harmless against all claims for financial loss with respect to the
provision of or failure to provide professional or other services resulting in professional,
malpractice, or errors or omissions liability arising out of performance of the agreement or
contract, unless such claims aze a result of the City's own negligence.
INSURANCE REQUIREMENTS: The consultant shall procure and maintain during the term of
the contract, insurance of the types and in the minimum amounts stated below.
Coverages
Schedule Minimums
A. Workers' Compensation Florida $100,000 -each accident
Statutory Coverage and Employer's $100,000 -each employee
Liability (including Appropriate $500,000 -policy limit for disease
Federal Acts)
B. Comprehensive General Liability $1,000,000 -bodily injury each occurrence
$1,000,000 -bodily injury aggregate
$1,000,000 -property damage each occurrence
$1,000,000 -property damage aggregate
C. Products -Completed Operations $1,000,000 -aggregate
D. Business Auto Liability
(All autos -owned, hired or used)
Same as Comprehensive General Liability
E. Professional Liability
F. Excess or Umbrella Liability
Same as Comprehensive General Liability
Optional
Insurance shall be written by an insurer holding a current certificate of authority pursuant to
Chapter 624, Florida Statutes. Prior to commencing any work on the contract, certificates of
insurance, approved by the City, evidencing the maintenance of said insurance shall be
furnished to the City. The certificates shall provide that no material alteration or cancellation,
including expiration and non-renewal, shall be effective until fifteen (15) days after receipt of
written notice by the City. All coverages shall name the City as "additional insured".
Receipt of certificates or other documents of insurance or policies or copies of policies by the
City, or by any of its representatives, which indicate less coverage than required will not
6
AGENDA ITEM # 8C
SEPTEMBER 1Q 2007
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
WASTEWATER AND TMDL COMPLIANCE PROGRAM
RFP 07-04
constitute a waiver of the successful proposer(s)' obligation to fulfill the insurance requirements
herein.
ANTI-COLLUSION REQUIREMENT:
Under no circumstances shall any prospective proposer, or any person or persons acting for or
on behalf of any said prospective proposer, seek to influence or gain the support of any member
of the City Commission or the City Staff favorable to the interest of any prospective proposer or
seek to influence or gain the support of any member of the City Commission or City Staff
against the interest of any prospective proposer. Any such activities shall result in the exclusion
of the prospective proposer from consideration by the City.
PUBLIC ENTITY CRIMES REQUIREMENT:
A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid or a proposal on a contract with a public entity for the
construction or repair of a public building or public work, may not submit bids on leases of real
property to a public entity, and may not transact business with any public entity in excess of the
threshold amount provided in SECTION 287.017, for CATEGORY TWO for a period of 36 months
from the date of being place
All questions concerning the submittal of proposals must be addressed to Donna Kaluzniak,
Utility Director. No questions may be directed to any other party. Submit four (4) copies of the
proposal.