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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. ~. .. ~. 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. 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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. ~. ~ 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 .. ~+• 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. ~.