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Exh 8CAGENDA ITEM 8C JUNE 9, 2003 CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Professional Engineering Services RFP No. 0203-7 E$luent Copper Mixing Zone SUBMITTED BY: .Donna Kaluzniak,-CEP, Utility Director DATE: June 3, 2003 BACKGROUND: As per a verbal report to the City Commission on May 12, 2003..,. the Cities of Neptune Beach and Atlantic Beach are currently under Administrative Orders from the Department of Environmental Protection (DEP) for effiuent copper limitations. The Administrative Orders require the cities to meet permit limitations by December 1, 2003. These limitations are very stringent, much more so than drinking water regulations,-with a copper limit of 3.7-parts per billionin the effluent, The City of Jacksonville Beach does not currently have any permit requirements ar administrative .orders for effluent copper.: Jacksonville Beaeh's current permit does not. expire until February 2004, and it is unknown whether a copper limit will be included. If an Administrative Order is issued, Jacksonville Beach will probably be given an additional year or so to meet the effluent .limit. All three cities (Neptune Beach, Jacksonville Beach and Atlantic Beach) participated in a study by Waltz & Moye, Inc.. to determine methods of redueing efIluent copper through operational modifications. These. modifications were initiated in Atlantic and Neptune Beach, and effluent copper reduced at times, but not to the point of meeting limits on a consistent basis. Other options for meeting the permit limit include chemical addition,. which would cost approximately- $50,000 per year for Atlantic Beach, or obtaining a mixing zone from DEP, which w®uld in effect , increase our permit limit based on stream and effiuent characteristics.. The mixing zone option was not immediately considered, as the analysis and modeling can easily run into costs in the six- figure range. .The three Beach cities met with DEP to discuss. a reduced scope option for the mixing zone, and DEP agreed to Limit the amount of analysis and river study, and permit the mixing zone at the local level if the study proves it feasible. DEP noted that it would be very important to expedite the work in order to ensure permitting at the local level, and to meet the December 1,.2003 deadline for Atlantic. Beach and Neptune Beach. A rough cost estimate for the required work for the mixing zone study is $60,000. Because Jacksonville Beach does not have the copper limit in their current permit, they are not willing t® commit fiords far this project at this time.. However, should an effluent copper limit be imposed. in the future, and if Jacksonville Beach uses the mixing .zone to meet the limit,. the City of 1 AGENDA ITEM 8C _ JUNE 9, 2.003 Atlantic Beach should be reimbursed for Jacksonville Beach's share of the cost at that time: Neptune Beach has agreed to share the cost based on the percentage of their flow to the total .capacity for the three beach cities.. Cost division is .based on total treatment plant. capacity for `each City as shown below: Treatment Plant Design Fiow, MGD (Total= 10.9) Percent of Total ofAl14 Treatment Plants Jacksonville Beach 4.5 41.3% Ne tune Beach 1.5 13.7% **Atlantic Beach 4.9 45% **Total of WastewaterPlant#1 (3.0 MGD) plus Wastewater Plant #2 (1.9 MGD) The City advertised a request for letter proposals to complete the engineering work, including a pnixing zone plan of action to be approved by DEP, plant and stream sampling, analysis, modeling; data reduction, .reporting, permitting. and meetings with. DEP. Sixproposals were received. on 1VIay 27, .2003- from. the following firms; Applied Technology & Management, Inca - John R: Barnard & Associates; Inc. Camp, Dresser & McKee CH2M Hill Jones Edmunds & Associates Key Solutions, Inc./Stare, Joca & Mahoney Prop©sals were reviewed-and ranked,by staff from the three beach cities. The three top-ranked .:firms were: 1. Camp, Dresser & McKee 2. Key Solutions, Inc./Stone, Joca & Mahoney 3. Applied Technology & Management, Inc. BT1l~GET: Because we were attempting to reduce copper levels :with operational modifications, staff did not budget for a mixing zone study. Approximately $38;000. is available in the sewer fund.for miscellaneous professional services and $22,000 is available in the sewer fund from arolled-over project. that came in under budget.. COMMENDATION: Authorize staffto negotiate a contract with the top ranked firm, Camp, Dresser & McKee. If a satisfactory price-.cannot be agreed upon; authorize. staffto negotiate with the second most qualified firm, Key Solutions, Inc./Stone, Joca & Mahoney. ATTACHMENTS: 1. Request for Proposal No. 0203-7 2. Proposal scoring sheet. VIEWED DY CITY MANAGER: _2 .EVALUATION OF PROPOSALS FOR PROFESSIONAL ENGINEERING SERVICES FOR EFFLUENT COPPER MIXING ZONE FOR. COMBINED BEACHES OUTFACE Scored by: Donna Kaluzniak (AB), Pam Morgan (JB), Mark Greenwood (NB) . Staff Financial Total Average Firm's Professional Qualifications Past Record of Professional Availabili tY and Project A roach PP Responsibility Proximity Cost Score Out of a Name of Firm and Project Team Accomplishments Capability fo and Insurance o (5%) possible"80" . (20%)' (15%} .Dead6nea (10%). (1®°~) ( , 5!0 (15°h) T. Schanze, P.E.-Principal-in-Charge 15 11.75 11.5 7.5 10 5 3.5 Applied Technology & S. Swann, P.E: Project Manager 3 references Financial- Beach Blvd. 64.25 Managements, Inc. $. Peeve, Ph.D: Hydronamics/V/Q Modeling provided. Okay Jacksonville (ATM) J. King, Ph.D: Water Chemistry Insurance- Beach R. Semmes, M.S: Data Collection/ QA/QC Okay - J. Barnard, Project Manager 12 9.5 11 7.5 0 4.5 5.0 John R. Bamarc! & N. Bamarcl, Technical Editor 0 references Financial - ` Shirley Ave.` 49.5 Associates, Inc. S. Dierks, Computer Simulation provided... Not provided Jacksonville Laboratory Services: Battelle Pacific Insurance - (West side) Northwest National Laboratory Not provided Sampling: Aerostar Environmental Services D. Maurer, P.E.- FDEP Liaison 19.33 "13 12.75 8.33 10 4.5 4.0 Camp, Dresser R K. Vaith, P.E. -Project Manager/ OutfalC 5 references Financial- Baypine Rd. 71.91 McKee {CDM) Modeling Surface Water Discharge provided. Okay Jacksonville P. Victor, P.E. - Outfall Modeling Surface insurance Water Discharge. Okay T: Waldeck, P.E. -Principal-in-Charge 15.33 13 11.5 6.83 10 4.5 ` 3.0 CH2M-HILL M. Dykes, P.E. -Project Manager &references Financial - Baymeadows 64.16 W. Ogbum, Ph.D. -Water Quality provided. Okay Jacksonville M. Griffin, Ph.D., P.E. -.Mixing Zone Modeling Insurance- G. Ford -Field Technician Okay K. Mayer- Field Technician B. White, P.E.-QA/QC 13.67 13.25 11 5.5 ~ 90 4.5 3.0 Jones Edmunds & R. Roberts, P.E. -Project Manager 1 reference Financial - Cesery Blvd. 60.92 Associates (JEA) B. Hepburn -Client Manager provided Okay Jacksonville 8: Cunningham, P.E. -Water Quality Insurance - F: Gordu -Water Quality Okay C. Sp'rfzner, M.S. -Field Scientist Dr. G. Keyser- Project Officer & Manager, 13 12 6.33 10 4.5 4.5 Key Solutions, Inc./ Effluent Copper Control; Sampling/ 16.33 6 (FL) references Financial - Phillips Hwy. 66.66 Stone, Joca & Mahone y Modeling; Copper Origin 8 Chemical State Provided... Okay Jacksonville G. Sneddon, P.E. -Regulatory Exemption-, Insurance- Copper Removal; Bench Testing; Okay J. Webb, P.E. -Sampling/Monitoring W. VanRiper, P.E. -Mixing Zone Modeling G. Reed -Mixing Zone Modeling . AGENDA ITEM 8C JUNE 9, 2003 Caty of Atlantic Beach May I4, 2003 REQiTEST FOIL LETTER. P120POSALS #0203-7 PR®FESSI~NAL ENGINEERING SERVICES: EFFI.LTENT COPPER MIXIivG ZONE FOR C®1VIBINED BEACI3ES CI7"Y (9F ATLANTIC BEACH .and NEPTUNE BEACII The Cities of Atlantic Beach and Neptune Beach are seeking letter proposals and submittal of qualificatians for conducting an effluent copper mixing zone study to be submitted to the Florida Department of Environmental Protection (FDEP). far permit modificati©n. Time is of tlZe essence fer this prmi~ct, and the Ietter proposals must be submitted as below: Letter Prouosals must be submitted in triplicate by 4:30 para. Tuesday, Mav 27, 2003 and addressed to: Ms. Donna. Kaluzniak, Utility Director 1200 Sandpiper Lane Atlantic Beach, FL 32233 904-247-5834 dkaiuzniakl~.ci. atlantic-beach. fl.us All questions concerning the submittal of proposals must be addressed to Donna Kaiuzniak, 'CEP, Utility Director. `No questians may be directed to any other party.. 1. INFORMATION: A. Owner: City of Atlantic Beach B. Manager:. Atlantic Beach Public., Utility Department -The engineering contract wall be executed and administered by the City of Atlantic Beach. 2, PRO3ECT SCOPE: The objective of this RFP is to award a contract to provide engineering and other professional services required to accomplish the preparatian of an e~iuent copper mixing zone study. for submission to FDEP. The three .beaches (Atlantic Beach, Neptune Beach and Jacksonville Seach) share a combined effluent autfall. In addition, the City of Atlantic Beach has an adjacent outfall from a second wastewater treatment plant. Copper concentratfons from the three beach's wastewater plants have periodically exceeded the. state surface water discharge limit of 2.9 ugiL. The scope of work includes: Phase I.A.. Preparation of an Action Plan. for FDEP coordination and endorsement for mixing " zone data collection and preliminary assessment 1 AGENDA ITEM 8C JUloTE 9, 2003 City o)`'Atlantsc beach May 14, zoa3 ^ Scope preparation, river and treatment plant sampling, and laboratory analysis .consistent with FDEP needs. Sampliatg and analysis`will include all flares beaches (Atlantic, Neptune and Jacksonville Beach). ^ Review summary and analysis of data. obtained. from sampling, as well as data available from other sources.. o Attend meetings with FDEP to discuss results of sampling and analysis Phase LB. ^ Develop a modeling workplan; if sampling and analysis indicate mixing zane feasibility. P e IL If a mixing zone appears feasible based on Phase I work: ' ^ Attend meetings with FDEP as needed ^ Develop and run model ^ Prepare reports, permit application and associated documentation ^ Respond to FDEP Requests for Additional Information 3. CONSULTANT(S) WRITTEN PROPOSAL REQUIRE1dIENTS AND SELECTION PROCESS; A. SELECTION PROdC~SS 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 and a recommendation. for contract award. 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 anyand all praposals, 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 to determine the ability of any proposer to perfarm the. services requested. B, METI~OD 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 REQUIItEMENT: Respondents are to adhere to the requirements. shown below. Failure to do so may result in rejection of proposal as non responsive. 2 AGENDA ITEM 8C JUNE 9, 2003 City of Atlantic Beach May 14, 2003 Proposals are to be letter proposals, with a mazimum of 7 pages, (not including item D.S.). 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: l) Firm's. Professional Qualifications and Pro,]ect Team[20°l®]: Provide an organization chart and list Consultant team members and sub-contractor firms, .including brief'sunamary resumes, with bullets on education; training and experience for project personnel. Team members listed in the proposal must. be available for wank 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 accomplishmen#s [15°/a]: A list plus brief description of completed projects similar to the.. City project. under consideration. Provide a reference list of public sectar 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 headlines (15%]: Current and projected workload for the project team which. indicates the availability. of staff to 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%] Briefly describe the firm's specific proposed approach to the complete the project.: 5} Financial Responsibility antd 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. 3 AGENDA ITEM 8C :JUNE 9, 2003 Caty ofAtlantic Beach ,May 14,.2003 6) Proxnmfty c5°l°]: Location of the consultant's home. office {corporate headquarters) and`location.oftpe local office where the projects) will be produced. The members of the project teams should be permanently assigned to the project office. Routine and responsive face-to face interaction wall 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 an a specific City project without prior, notification of the City's project manager. ~ C®st {5%]: Quote hourly rates,-fees, or charges. Detail other cost proposals or cost breakdown information. a. Sohedule of direct labor rates. {without fringe benefits) far: the following categories of personnel to be used on this requirements contract. Principal (Farmer or Senior Officer) Project Manager (Responsible Professional) Design: Engineer or Architect {Registered) Designer or Technician {Non-registered) Drafter. 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. 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. 4 AGENDA ITEM 8C , JUNE 9, 2003 pity of Atlantic beach May 14, 2003 - Profit rate shall be applied only. to direct labor plus associated overhead and shall not exceed IO percent. `No mark-up or profit shall be paid onnon-labor: related job costs, reimbursable. expenses, or services provided by'subcontractors. E. PROPOSAL IS N4aT A BID; This request for proposals / qualifications is not to be considered a BID. The Cities of Atlantic Beach, Neptune Beach and Jacksonville Beach will evaluate proposals based on the. criteria set forth in this RFP. Hourly rates and fees. are requested as part of the IZFP package. However, the Cities reserve .the right, at .their pole discretion, to exclude this information 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. 4. INDEMNIFICATION KEQUIREMENT® 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 shaIl 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.. 5: 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. wVorkea~s' 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) S AGENDA ITEM 8C JUIoTE 9,.2003 Caty of Atlantic Beach May 14; 2003 S: 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 - propertydamage aggregate C. Products -Completed Operations $1;000,000 -aggregate D. Business Auto Liability Same as Comprehensive General Liability (Ald autos -owned, hired or used} E. Professional ~,aability 'Same as Comprehensive General Liability F. Excess or Umbrella Liability Optional Irflsurance shall be written by an insurer holding a current certificate of authority pursuant to Chapter 624, Florida Statutes. Prior to cammencing any work on the continuing. contract, certificates of insurance, approved by the City, evidencing the maintenance of said insurance 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 6e effective until fiileen (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. 6.ANTI-COLLUSION REQUIREMENT: Under no circumstances shall any prospective propaser, or any person or persons acting for ar on behalf of any said prospective proposer, seek to influence or gain the support of any member of the City. Commission or the City Stafffavorable 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: 7. PUBLIC ENTITY CRIMES REQUIREMENTd': 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, 6