Item 4C..
CITY OF ATLANTIC BEACH
,~„ CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Sewer Master Plan Update
RFP No. 06-1
SUBMITTED BY: Donna Kaluzniak, Utility Director
DATE: December 21, 2005
AGENDA ITEM #4C
JANUARY 9, 2006
BACKGROUND: A Sewer Master Plan was completed in October 2000, and included
preparing the GIS sewer map and database along with recommendations for a new master lift
"~ station in the Atlantic Beach system. The plan also recommended upgrades to a number of
existing lift stations and force mains and a schedule for collection system rehabilitation. This
plan did not include an evaluation of the treatment plants.
~.
The master lift station and several of the lift station and force main improvements have been
,~, constructed. However, there has not been enough funding available to complete the amount of
sewer system rehabilitation recommended. Also, with the potential high cost for nutrient
removal that may be required by the Department of Environmental Protection (DEP) as part of
,,., the Total Maximum Daily Loads (TMDL) rule, staff determined the need for a Sewer Master
Plan Update. The update will include an evaluation of the treatment plants and optimal methods
to meet the TMDL, as well as a re-prioritization of collection system needs.
In addition to the Master Plan Update, the RFP included preparation of reports that will need to
be submitted as part of the DEP Permit Renewal for Wastewater Plant No. 1 at 1100 Sandpiper
Road.
A Request for Proposals (RFP) was advertised and sent to numerous engineering firms. Staff
received proposals from the following 5 companies on November 30, 2005:
^ Applied Technology & Management
~" ^ CH2M Hill
^ CPH Engineers
^ Dyer Riddle Mills & Precourt
^ HDR Engineering, Inc.
Staff evaluated the proposals and ranked the firms on several criteria including--Firm's
Professional Qualifications and Project Team, Past Record of Professional Accomplishment,
Project Approach, Staff Availability and Capability to Meet Deadlines, Financial Responsibility
~,, and Insurance, Proximity and Cost.
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The top three ranked firms were:
1. Applied Technology and Management (ATM)
2. CH2M Hill
~. 3. CPH Engineers
AGENDA ITEM #4C
JANUARY 9, 2006
ATM was the top-ranked firm for several reasons. Their Project Team includes engineers who
have been working with the three beach cities on the TMDL issue for quite some time,
conducting modeling efforts and permitting assistance. In addition, one of their engineers
previously worked on several major sewer projects for our city, including design of the master
~` lift station. ATM's Project Approach was the only submittal that included evaluating not only
Atlantic Beach's two treatment plants for meeting the TMDL requirements, but discussed the
possibility of working with the other beach cities for an optimal solution. ATM is located in
""' Jacksonville Beach, so site visits or meetings can be easily and quickly coordinated. They also
had a high level of Staff Availability in order to meet deadlines and received a high score on Cost
criteria.
BUDGET: A total of $130,000 was budgeted for the Sewer Master Plan Update, TMDL
engineering, and the Permit Renewal Studies for Wastewater Plant No. 1 under account nos. 410-
5506-535-3100 and 410-5508-535-3100.
~. RECOMMENDATION: Authorize staff to negotiate a contract with the top ranked firm,
Applied Technology and Management for Sewer Master Plan Update 2006, RFP 06-1. If unable
to negotiate a satisfactory contract, authorize staff to negotiate a contract with the next ranked
firms.
ATTACHMENTS: 1. Evaluation Form for Sewer Master Plan Update 2006
2. Request for Proposals, RFP 06-1
Note: Engineering proposals are available through City Clerk's office.
REVIEWED BY CITY
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+~ AGENDA ITEM #4C
JANUARY 9, 2006
~.
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
~,. SEWER MASTER PLAN UPDATE 2006
RFP # 06-1
The City of Atlantic Beach, Florida is soliciting for proposals from professional engineering firms to
'~ provide engineering services to develop a Sewer Master Plan Update 2006 for the City of Atlantic Beach.
Proposals must be submitted in quadruplicate by Wednesday, 4:30 PM November 30 2005 and
addressed to:
'~" Donna Kaluzniak, Utility Director
1200 Sandpiper Lane
Atlantic Beach, FL 32233
SCOPE OF WORK
~" I. Prepare an Updated Sewer Master Plan for the Atlantic Beach Sewer Svstem including
service areas both inside and outside city limits. The Master Plan will include the following
elements:
~" a. An evaluation of the wastewater treatment plant processes for both Wastewater Plant
No. 1 (1100 Sandpiper Lane) and Wastewater Plant No. 2 (739 Renault), to consist of
i. A conceptual design and recommendation for the most cost effective method
*~ to meet the anticipated Total Maximum Daily Load requirement for nitrogen
based on process adjustments, reclaimed water implementation, or a combination
at one or both plants or combined beaches facility.
ii. Recommendations for any modifications to solids handling processes for the
treatment plants
iii. Recommendations for modifications, upgrades or additions to equipment,
~., controls, tankage, operational layout that may be needed for future needs, to meet
future regulatory requirements, or to provide improvements in efficiency.
b. An evaluation of the wastewater collection system for the service areas both inside and
~, outside the city limits.
i. An updated analysis of lift stations and force mains to determine if they are
working efficiently and per standards to include:
1. Updating the schematic diagrams of the force main systems:
a. Include private lift stations that pump into City's system on
schematic diagrams
b. Add new lift stations to the schematic
2. A updated summary of lift station equipment for new/modified lift stations
3. An update of pumping capacities for new/modified lift stations
4. An update of wetwell configurations and volumes for new/modified lift
'~' stations
ii. An updated analysis of areas of inflow/infiltration based on available current data,
reports, sewer videotapes, lift station pumping rates and pressure readings,
~"" anecdotal data and field observation.
c. An updated 10-year Capital Improvement Program including:
i. Recommended improvements and construction projects:
1. Include a priority rating for each recommendation
2. Include a recommended time line for completion
3. Include an estimate of probable costs for each improvement
-~ 4. Highlight improvements that are imperative based on the existing forecast
..
AGENDA ITEM #4C
JANUARY 9, 2006
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
SEWER MASTER PLAN UPDATE 2006
RFP # 06-1
"" "pay as you go" budget
~ 5. Include discussion of how priorities are established and possible
environmental, regulatory or other impacts of recommendations
d. Provide 60% Master Plan (3 copies) for review within 90 days from date of award
~" i. Total Maximum Daily Load recommendation must be completed first
ii. Prepare corrections or revisions as noted by staff review
e. Provide 90% Master Plan (3 copies) for review within 14 days of receipt of comments
"'" f. Provide Final Sewer Master Plan Update Reports (10 copies)
i. Incorporate comments from 90% review within 7 days of receipt
ii. Provide ten (10) sets of the complete plan in hardcopy
iii. Provide one copy of the plan in digital format
g. Conduct PowerPoint presentation about the plan for the City Commission
II. Re port Preparation and DEP Permit Renewal for Wastewater Plant No. 1
a. Update the Capacity Analysis Report as required by FAC 62-600.405
b. Complete the Operations and Maintenance Performance Report per FAC 62-600.735
c. Update cost estimates only for Reuse Feasibility Studies
A. d. Provide City staff with 3 copies of the draft reports.
i. Address staff comments in final reports
e. Provide City with 10 hard copies of the final reports and one copy in digital format
~., f. Prepare the DEP Permit Renewal Application
g. Respond to up to two Requests for Additional Information
h. Reports and DEP Permit Renewal Application to be complete and submitted to DEP
°,, no later than July 30, 2006.
The consultant will use pre-ezisting information to the extent possible during preparation of the master
plan and DEP reports. This information includes, but is not limited to:
^ The Sewer Master Plan 2000
^ Solids Handling Analysis completed in 2001
^ Sewer Televising Reports
'~ ^ Wastewater engineering studies
o The TMDL Value Analysis for Point Sources conducted by the St. Johns River Water
Management's engineer
'~" ^ Previous DEP Permit Renewal reports and documents
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. If deemed necessary, 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.
~"" AGENDA ITEM #4C
JANUARY 9, 2006
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
~, SEWER MASTER PLAN UPDATE 2006
RFP # 06-1
An agreement will be developed for signatures upon approval by the Atlantic Beach City
Commission.
,~, 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 of proposal as non-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 must be substituted.
"! 2) Past record of professional accomplishments (25%]: A list plus brief description of
completed projects similar to the project under consideration. Provide a reference 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.
3) Project approach [10%]: Describe the firm's specific proposed approach to providing
the City with an updated master plan including recommendation for meeting TMDL
requirements.
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~ AGENDA ITEM #4C
JANUARY 9, 2006
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
~„ SEWER MASTER PLAN UPDATE 2006
RFP # 06-1
4) Staff Availability and Capability to Meet Deadlines [20%]: 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 for
the fum, 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 (5%]: Quote rates, fees, or charges. 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)
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
4
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~+• AGENDA ITEM #4C
JANUARY 9, 2006
~.
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
SEWER MASTER PLAN UPDATE 2006
RFP # 06-1
effect throughout the current term of the contract.
- List the proposed overhead rates in use by the firm.
-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 City reserves the right, at its sole discretion, to exclude the fees from the
evaluation process. The evaluation process will consider all other requested criteria to
determine which firm(s) are the most highly qualified to perform the required services.
5. 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.
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 are a result of the City's own negligence.
~..
6. 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.
~.
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
SEWER MASTER PLAN UPDATE 2006
RFP # 06-1
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)
AGENDA ITEM #4C
JANUARY 9, 2006
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 Same as Comprehensive General Liability
(All autos -owned, hired or used)
E. Professional Liability Same as Comprehensive General Liability
F. Excess or Umbrella 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
constitute a waiver of the successful proposer(s)' obligation to fulfill the insurance requirements
herein.
0
7. 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
6
~..
AGENDA ITEM #4C
JANUARY 9, 2006
REQUEST FOR PROPOSALS
PROFESSIONAL ENGINEERING SERVICES
SEWER MASTER PLAN UPDATE 2006
RFP # 06-1
consideration by the City.
8. 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 proposals will be reviewed by City Staff, and a submittal of the proposals of the five top rated
firms will be made to the City Commission. Selection will be determined by the City Commission.
Negotiation of fees will commence upon City Commission approval, and the Standard Form of
Agreement (EJCDC) will be developed for signatures. All work will commence immediately
following signing and approval of the Agreement. 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.
~.