Exh 8CAGENDA ITEM 8C
FEBRUARY 10, 2003
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Professional Engineering Services RFP No. 0203-2
Well Rehabilitation, Replacement and Abandonment for
Well Nos. 2, 1N, SN, 2S, and 6S
SUBMITTED BY:
Donna Kaluzniak, CEP,
Utility Director
DATE:
January 28, 2003
BACKGROUND: The City's new Consumptive Use Permit from the St. Johns
River Water Management District includes requirements to either repair or
abandon and replace Well Nos. 2, 1N, and 2S. In addition, the City's Water
Master Plan also identified the need to rehabilitate We115N, and install an
additional We116S.
Although this work will be completed in phases, the City preferred to have a
single design engineer complete permitting, plans, and specifications for the
wells. Four proposals were received from the following firms on January 10,
2003:
• Camp, Dresser & McKee
• CH2M Hill
• Hartman & Associates
• Integrated Science and Engineering
Staff evaluated ranked the proposals, and the three top-ranked firms were:
1. CH2M Hill
2. Integrated Science & Engineering
3. Camp, Dresser & McKee
BUDGET: Funds for a portion of the project (Well No. 2 and Well No. SN)
were budgeted in the amount of $450,000 in the Water Production Fund, Account
No. 400-5502-533-6300.
RECOMMENDATION: Authorize staff to negotiate a contract for RFP No.
0203-2, Well Rehabilitation, Replacement and Abandonment for Well Nos. 2, 1N,
SN, 2S, and 6S with CH2M Hill. If a satisfactory price cannot be agreed upon,
authorize staff to negotiate with the second most qualified firm, Integrated
Science & Engineering.
ATTACHMENTS: 1. Proposal Scoring Sheet
2. Request for Proposal No. 0203-2
REVIEWED BY CIT
MANAGER:
AGENDA ITEM 8C
FEBRUARY 10, 2003
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AGENDA ITEM 8C
FEBRUARY 10, 2003
City of Atlantic Beach
December 3, 2002
REQUEST FOR PROPOSALS N0.0203-2
PROFESSIONAL ENGINEERING SERVICES
WELL REHABILITATION, REPLACEMENT AND ABANDONMENT
WELL NOS. 2, 1N, SN, 2S AND 6S
CITY OF ATLANTIC BEACH
The City of Atlantic Beach is seeking proposals and submittal of qualifications from engineering
firms interested in providing professional services for the design of the abandonment and
replacement of Well #2 with Well #2R; the rehabilitation of Well SN; the abandonment of Well
Nos. 1N and 2S; and siting and installation for future Well #6S.
Proposals must be submitted in triplicate by 4:30 p.m. January 10, 2003 and addressed to:
Ms. Donna Kaluzniak, Utility Director
1200 Sandpiper Lane
Atlantic Beach, FL 32233
904-247-5834
dkaluzniak(~ci. atlantic-beach. fl. us
All questions concerning the submittal of proposals must be addressed to Donna Kaluzniak, CEP,
Utility Director. No questions may be directed to any other party.
1. INFORMATION:
A. Owner: City of Atlantic Beach
B. Manager: Department of Public Utilities
2. PROJECT SCOPE: The objective of this RFP is to award a contract to provide engineering
and other professional services required to accomplish the preparation of design plans,
specifications, permitting and bidding services for the following items. This work will be
completed in phases, with Phase I consisting of Items A. and B., Phase II consisting of
Items C and D.
A. Abandonment and Replacement of Well No. 2 with Well 2R (Phase I~ This well is
located at Wastewater Treatment Plant #1, 1100 Sandpiper Road. Abandonment will be
required by the SJRWMD, and the well will need replacement to meet production needs.
The existing well is 18" X 12" diameter, 1290 feet deep, originally installed in 1962.
Scope will include determination of site; well, piping, and pumping design, specification
and permitting for the replacement well; and application for matching funds from
SJRWMD for abandonment of the existing well.
AGENDA ITEM 8C
FEBRUARY 10, 2003
City of Atlantic Beach
December 3, 2002
B. Rehabilitation of Well No. SN (Phase I~ Well No. SN is located at 902 Assisi Lane, 12"
X 8" diameter casing, 720 feet deep. Well No. SN needs minor rehabilitation and a
higher horsepower motor with extension of the suction line, as the draw has been
reduced. Scope includes specifications and permitting for rehabilitation of existing well.
C. Abandonment of Wells 1N and 2S at Water Plant #4 (Phase II). Abandonment of these
two wells will be required by the St. Johns River Water Management District
(SJRWMD). The wells are 6" X 4" diameter, with well 1N at 429 feet and well 2S at
619 feet deep. Design specifications and application for matching funds from SJRWMD
and permitting will be included in this scope of work.
D. New Well No. 6S (Phase III This will include determination of site, notation of any
easements required, design, specification, and permitting of piping, pumping, controls
and all associated items required for a fully functional potable well.
3. CITY DOCUMENTS: During preparations of a response to this RFP, the following material
is available at the Public Works Office of the City for review by prospective consultant(s).
The consultant(s) accept the responsibility for the accuracy of any information furnished and
ultimately incorporated into their response.
A. The City's Water Master Plan
B. Well logging results
C. Consumptive Use Permit
4. 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 staffwill 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.
An agreement will be developed for signatures upon approval of the City Commission.
The City reserves the right to reject any and all proposals, waive informalities and
technicalities, and make awards to the firm whose proposal best serves the interest of the
City. Also, the City reserves the right to make such investigation as it deems necessary
AGENDA ITEM 8C
FEBRUARY 10, 2003
City of Atlantic Beach
December 3, 2002
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 shown below.
C. WRITTEN PROPOSAL /QUALIFICATIONS PACKAGE REQUIREMENT: Respondents
aze 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[20%]: 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 City's 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, with the notification of the Utility
Director.
2) Past record of professional accomplishments [25%]: A list plus brief description
of completed projects similar to the City project under consideration. Provide a
reference list of public sector entities within the state of Florida for which similar
services have been provided. Include owners' contact person, FAX number and
telephone number, and type of projects completed.
3) Staff Availability and Capability to Meet Deadlines [15%]: Current and
projected workload for the project team which indicates the availability of staffto
complete assigned projects in a timely manner. Timeliness of completion of current
or past projects for the City of Atlantic Beach will be included in this criterion, if
applicable.
4) Project Approach: (10%] Describe the firm's specific proposed approach to the
complete the project.
AGENDA ITEM 8C
FEBRUARY 10, 2003
City of Atlantic Beach
December 3, 2002
5) Financial Responsibility and Insurance[10%]: 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 firm, and current certificate of insurance.
6) Cost Estimating [10%]: Provide evidence of the ability to accurately estimate the
cost of construction projects designed by the engineer. Consultant must be able to
provide realistic estimates to be used in the City's budgeting process. Accuracy of
project cost estimates provided for past or current City of Atlantic Beach projects
will be included in this criterion, if applicable.
7) Proximity [5%]: Location of the consultant's home office (corporate headquarters)
and location of the local office where the project(s) will be produced. The members
of the project teams should be permanently assigned to the project office. Routine
and responsive face-to face interaction will be important in servicing the City's
needs in performing this contract. In the event a team member is
relocated, another team member with equal or better experience and qualifications
shall be substituted. Team members shall not be transferred, relocated or
reassigned while performing work on a specific City project without prior
notification of the City's project manager.
8) 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)
4
AGENDA ITEM 8C
FEBRUARY 10, 2003
City of Atlantic Beach
December 3, 2002
Other (Specify)
b. Proposed overhead rate on direct labor, profit rate, costs of printing, CAD
systems or other direct project costs.
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 continuing contract.
- List the proposed overhead rates in use by the firm. In no case will the City
pay a total overhead rate that exceeds 150 percent of direct labor.
- Profit rate shall be applied only to direct labor plus associated overhead and
shall not exceed 10 percent. 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 the 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. A fee of $10,000 or more must be
approved by the City Commission.
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. Fee proposals are requested as part of the RFP package.
However, the City reserves the right, at its sole discretion, to exclude the fee proposals
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,
5
AGENDA ITEM 8C
FEBRUARY 10, 2003
City of Atlantic Beach
December 3, 2002
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(s) shall procure and maintain during the
term of the continuing 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. Ezcess 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 continuing contract,
certificates of insurance, approved by the City, evidencing the maintenance of said insurance
AGENDA ITEM 8C
FEBRUARY 10, 2003
City of Atlantic Beach
December 3, 2002
shall be furnished to the City's construction project manager. 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.
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 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 placed on the convicted vendor list.