Exh 4C~^
AGENDA ITEM #4C
SEPTEMBER 9 2002
~• CITY OF ATLANTIC BEACH
_
a CITY COMMISSION MEETING
,
STAFF REPORT
AGENDA ITEM: Professional Engineering Services
Cooperative Beaches Utility Plan
'
,~, ~
~
~ ,
SUBMITTED BY: Donna Kaluzniak, CEP, Utility Director~
~^* DATE: ~ August 30, 2002 _
BACKGROUND:. One of the City Commission's strategic priorities was to
"""" investigate a variety of ways to improve the cost, service and reliability of water
_ and sewer utilities through cooperation between the Cities of Atlantic Beach,
Jacksonville Beach and Neptune Beach.
Staff from the three cities prepared and advertised a request for proposals for
professional engineering services to develop a plan for the combined beaches
cities that will result in cost savings, workload or supply efficiencies, improved
levels of service, system reliability, and regulatory compliance. This plan may
examine the effects of changes to infrastructure, operations, maintenance and
~""` administration.
The project will be negotiated and awarded in two phases. Phase I will include
~' items selected for ease of implementation, increased cost savings or
improvements to levels of service. Phase II (long term program} will consist of
~
or fund,
additional improvement items that may be more difficult to implement
and is contingent upon the successful implementation of Phase I.
Four proposals were received from the following firms on July 24, 20Q2:
~,
• Hartman & Associates
• Integrated Science and Engineering
`' ` • North Beach Engineering
µ a ...,
• Stone, Joca & Mahoney
Staff from the three beach cities evaluated the proposals and interviewed the two
top-ranked firms, Hartman & Associates. and Stone, Joca & Mahoney. After the
~* informal interviews, the top ranked firm was Stone, Joca & Mahoney.
BUDGET: No funds were budgeted for the project. After negotiation of a
contract, staff will recommend funds be allocated from the water and sewer funds
in a mid-year budget adjustment. The Cities of Neptune Beach and Jacksonville
Beach will reimburse Atlantic Beach for a percentage of the cost, with Atlantic
Beach contributing one-third the cost of the project.
;
...
`.
1
AGENDA ITEM #4C
~'°~ SEPTEMBER 9, 2002
F
~: _
r-
;,
~" RECOMMENDATION: Authorize staff to negotiate a contract for Phase I of
the Cooperative Beaches Utility Plan with Stone, Joca & Mahoney. If a
satisfactory price cannot be agreed upon, authorize staff to negotiate with the
~' second most qualified firm, Hartman & Associates.
€""" '~ `
ATTACHMENTS: 1. Cooperative Beaches Utility Plan Scoring Sheet
2. Request for Proposal
_.
.~
r
~;
~,
N_ ,
~.
~.~;
,,
2
p ~ 00 oMp M
V
y
~
~
~
r
d
•~ M C ~
°: ~ N
C ~
O N O ~"? O O
U co i. o
r
O
~,
.
~, ~ C C M
X
O ~
~ ~
.
G
~
T N
a
,, .~ -
c
~
th 0
O
V
w N N CV
w
~ d
... v
C
R ~ ~
'
`j .N ~
C y
=
N ~
O M
c~J
O
O
{
p
~ Q. C 00 Op ~; ~
iL
~ ~
w '~ VJ
y
~ ~
~~ .Q 'a y .C
C
~
M
p ~
d w nS C~ d -~ ~ M O
V ~ ~ ~ QS` d ~ r ~ ~
cn Q v o
N
r.. _
'a =
O I L
d N y ch
00 O
O O
O
M
~ w C. to N r ~ ~
h ~ ~ r r
a '°. ~ c
Q
N
w
C p ~
.
O' C O E ~"~ ti O
r
y V d d ~ ~ r ~ ~
~.~- F-
a N r ^
~' Q1 -
o R
~ ~
a~~ ~ -
U ~j . ~ ~ ~ -
LL ~ y f9 U~ m y ~ N ~
~
p ~ C C L C y
=Q ~fnW
- ZW ~ ~ ~
fA ~
AGENDA ITEM #4C
SEPTEMBER 9, 2002
L
U
m
C ~
O U
Y ~.
~ U m
O ~ "'''
~m ~
...~ ~ Q
O Q, O
U O -~
~ZU
O ~
Y "= O
oU ~
~ o~
V U ~
~ ~
io
- ~
11 ~ .~?
L j -O
> ~
cn.Ud'
~ - ~
'O (B
~ ._
~ ~ N
11 ~ ~
-EY
~~
:~ ~ c
O ~
~ J ~
D
U
U
a
u
3
6
i
3
i
,. AGENDA ITEM #4C
~'~"'" June 3, 2002 SEPTEMBER 9, 2002
i .n ,
}~*~± REQUEST FOR PROPOSALS
RFP 0102-9
PROFESSIONAL ENGINEERING SERVICES
COOPERATIVE BEACHES UTH.ITYPLAN
The Cities of Atlantic Beach, Jacksonville Beach and Neptune Beach, Florida are soliciting for proposals
from professional engineering firms to provide services to develop a Cooperative Beaches Utility Plan.
Submit nine (9) copies of the proposal(s) by 4:30 PM on July 24 2002 to:
~.
k:.
Ms. Donna Kalu~niak, Utility Director
""~' , ,City of Atlantic ,Beach
„, a 1200 Sandpiper Lane
Atlantic Beach, FL 32233
~' 904-247-5834
t dkaluzniaknci.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: Cities of Atlantic Beach, Jacksonville Beach and Neptune Beach
r;
t: ,
2. SCOPE OF WORK:
. A. ANALYSIS
The cities of Atlantic Beach, Jacksonville Beach and Neptune Beach would like to investigate a variety of
~~""", ways to improve the. cost, service and reliability of their water and sewer utilities through various levels of
cooperative agreement. The expectation will be for the Cooperative Beaches Utility Plan to include a
Phase I Program and a Phase II (Long Term) Program, with the Phase I Program consisting of items
~-- chosen for ease of implementation, increased cost savings or improvements to levels of service. Items that
are likely to be included in thePhase I Program are noted in the scope below. The selected consultant will
...
make recommendations to the Cities for actual Phase I items after some of the preliminary work is
,.,,, completed on the project. Contracts for Phase I and II -will be negotiated separately, with continued work
` on the Phase li (Long Term) Program contingent upon the success of Phase I Program implementation.
The scope of work involves analysis and preparation of a comprehensive water/sewer utility plan for the
cities of Atlantic Beach, Jacksonville Beach, and Neptune Beach, Florida. The utility plan will analyze and
provide recommendations on means and methods for the most efficient and effective provision of water and
sewer utilities for the customers of the combined beaches cities. Items of consideration will include the
"'' potential for cost savings, workload or supply efficiencies, improved levels of service, system reliability, and
regulatory compliance. The plan will include the following elements. Items that may be included in the
Phase I Program are so noted.
r-s
1) WATER SYSTEMS (Phase I) -Examine the feasibility of interconnecting the three beaches
water systems for provision of wholesale water, emergency supply between the
r-+ communities, or the other possibilities for water system efficiency.
__ I
C'
AGENDA ITEM #4C
SEPTEMBER 9, 2002
""'" June 3, 2002
~:
~., a. Analysis of flows, pressures, and capacities with respect to system interactions.
b. Review of the distribution systems to determine the most effective and cost efficient
" '" locations for potential system interconnections and water transmission lines.
~,,,, c. Examine potential for combining or coordinating the use of production, treatment
and storage facilities.
2) SEWER SYSTEMS (Phase I) -Analysis of efficiencies for the combined beaches to
inclu de:
a. Biosolids treatment, dewatering, and disposal.
b.r , Potential for interconnects within the wastewater collection or transmission system.
"'" a~ Analyze effluent pumping systems and make recommendations to provide adequate
` pumping for all three beach cities during high flow periods. (Atlantic Beach and
Jacksonville Beach currently must divert effluent to alternate discharge points in the
~*+ Intracoastal Waterway during heavy rainfalls).
3) TOTAL SYSTEM -Efficiency analysis for the following technical or administrative items
~.. ~ that affect both water and sewer systems:
a. Laboratory testing (Phase n
b. _ _Ufility Billing
c. Meter reading
d. Purchasing (Phase I)
e. Dispatching
f. Customer service
~' g. SCADA systems, communications equipment (Phase I)
h Cross-Connection Control Program (Phase I)
i. Regulatory permitting and compliance issues
~""" j.. Emergency response, process safety management, risk management program.
k. Predictive and preventive maintenance and repair of system components:
1. Electrical, electronic; and mechanical equipment for treatment facilities and
lift stations.
2. Meter testing, repair and replacement program
3. Hydrant program (Phase I)
~,, 4. Valve exercising, repair, and replacement program
~ 5. Water and. sewer system point repairs
` ~ 6. Sewer cleaning, televising and rehabilitation program (Phase I)
7. Replacement of old, undersized, and asbestos concrete water mains
8. Elevated tank maintenance (Phase I)
9. Logging, maintenance and replacement of potable water wells
10. Tank and wet well cleaning and maintenance at treatment and collection
"" facilities
~. 11. Inspection and maintenance of fuel storage tanks for generators
1. Facility services including landscaping, painting, and janitorial work. (Phase I)
~"~ m. Examine operational efficiencies, to include personnel utilization, energy costs,
chemicals and. supplies.
n. Analysis of future capital improvements needs to determine potential for cost
savings.
o. Other areas as determined by staff or consultant.
,~„ 4} SCHEDULE
. _ __2
E
AGENDA ITEM #4C
SEPTEMBER 9, 2002
June 3, 2002
~;
;~
Provide a schedule for completion of the plan, including dates for the 60% submittal and
k Final Submittal.
E:
~.
€ B. RESULTING PLAN.
The resulting Cooperative Beaches Utility Plan will provide recommendations on a wide range of
,_„ alternatives. The plan will include:
1) A map of the three beaches' combined service areas showing the location of all treatment
plants,.wells, lift stations, major collection and distribution lines, force mains and outfalls, as
~""' consolidated from existing maps.'
~s
s 2) A table listing the beaches' major system components with pertinent data, including
treatment and production capacities, flows, miles of water/sewer mains, outfalls, force
~"^ mains, number of lift stations.
3) A summary description of major needs, regulatory issues or other concerns for each city.
This information may be obtained through review of existingreports and interviews with
,..
staff.
`` ' 4) A comprehensive list of alternatives for the combined beaches utilities that may result in
improvements through cost savings, enhanced levels of service, system reliability, regulatory
compliance, or other advantages for the cities.
a. 'The alternatives will be prioritized based on the above considerations, as well as
` ' ease of implementation.
b. Benefits and liabilities will be described for each alternative.
~"' ~ grate
c. A phased implementation schedule separated into a Phase I and Phase II Pro
will be recommended, to include a timeline and estimated cost for each alternative.
1. The Phase I Program will consist of recommendations with a shorter
""" implementation timeframe; items that are more easily implemented;
~ ' recommendations that could save the most time, costs, or result in the most
improved level of service, operations and system performance.
P°' 2. The Phase II Program will consist of additional recommendations to be
` implemented over a number of years. These improvements may be more
difficult or costly to implement, but will still be of benefit to the cities.
C. DELIVERABLES
`~' 1) Provide the Cities with six copies of a sixty percent (60%) Cooperative Beaches Utility Plan
,...,, for review.
2) Conduct a presentation of findings to the Cities' staff at the 60% review stage.
3) As directed by staff, make corrections or revisions to the 60% Plana
4) Submit for review the Final Cooperative Beaches Utility Plan including:
a. Six sets of system maps and schematics.
b. Six sets of the Final Cooperative Beaches Utility Plan report.
a Three sets of the Cooperative Beaches Utility Plan on disk.
""' S) Make a public Final Presentation to each city's elected officials.
3. CITY DOCUMENTS: During preparations of a response to this RFP, the following
!^" materials may be available in various offices of the Cities 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.
,..,
3
>, AGENDA ITEM #4C
~,.,, SEPTEMBER 9, 2002
June 3, 2002
~. _
~""" A. Water and Sewer Master Plans
B. Capital Improvement Programs and Plans
C. Existing maps
° 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 staffs from the three beach cities 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.
An agreement between the selected consultant and the City of Atlantic Beach will be
developed for signatures upon approval by the Atlantic Beach City Commission.
,~„ The Cities reserve the right to reject any and all proposals, waive informalities and
6. ~ technicalities, and make award to the firm whose proposal best serves the interest of the
` Cities. Also, the Cities reserve 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 five (5). In addition, each criterion has
been assigned a scaled value thatweights the criterion's significance to the continuing
contract. The scaled value is scaled one (1) through five (5) and will be multiplied by
~, the ranking of each criterion to quantify that criterion. The scaled value is denoted in
' brackets [ ]following each criterion's title. The sum of the scores derived from this
" ' multiplication process will be used to select the consultant.
,..
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.
„ , _.
$e 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 [5]: 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
:. 4
r~ _ _
~,
f
AGENDA ITEM #4C
'"" June 3, 2002 SEPTEMBER 9, 2002
a
~+ 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.
2j Past record of professional accomplishments [5]: A list plus brief description of
completed projects similar to the Cities' project under consideration. Provide a
~'* reference list of public sector entities within the state of Florida for which similar
a ' services have been provided. Include owners' contact person, FAX number and
telephone number, and type of projects completed.
3) Schedule, Staff Availability and Capability to Meet Deadlines [4]: Provide a
schedule for completion of the plan, including dates for the 60% and Final Submittals.
'"""
:: Current and projected workload for the project team that 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, Jacksonville Beach or Neptune
""°'"~ Beach will be included in this criterion, if applicable.
4) Financial Responsibility and Insurance[2]: 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.
5) Cost Estimating [3]: Provide evidence of the ability to accurately estimate the cost
of construction projects recommended by the engineer. Consultant must be able to
provide realistic estimates to be used in the Cities' budgeting process. Accuracy of
project cost estimates provided for past or current City of Atlantic Beach, Jacksonville
Beach or Neptune Beach projects will be included in this criterion, if applicable.
6) Proximity [4]: 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
P, and responsive face-to face interaction will be important in servicing the Cities'
needs in performing this contract. In the event a team meiriber 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 the project without prior approval of the project manager.
~,, 7) Cost [2]: Quote rates,. fees, or charges. Detail other cost proposals or cost
breakdown information.
P.,, 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)
.,,
5
~+
~.
~.
r~*
., _ AGENDA ITEM #4C
,r., SEPTEMBER 9, 2002
a June 3, 2002
~_ ,
Project Manager (Responsible Professional)
'Design Engineer or Architect (Registered)
r-- Designer or Technician (Non-registered)
Drafter
~, Field Inspector
x Clerical (Typist, Word Processor, Printer, Assembly).
Other (Specify)
E~ t - -
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 contract.
~:
~* -List the proposed overhead rates in use by the firm. In no case will the Cities pay
a total overhead rate that exceeds 140 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.
:.,
t - 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
~"° casts associated with the project.
E. PROPOSAL IS NoT A Bm: This request for proposals /qualifications is not to be considered
~'" a BID. The Cities of Atlantic. Beach, Jacksonville Beach and Neptune Beach will evaluate
p. ~ proposals based on the criteria set forth in this RFP. Fee proposals are requested as part of
the RFP package: However, the Cities reserve the right, at their sole discretion, to exclude
'""" the fee proposals from the evaluation process. The evaluation process will consider all
;, y - other requested criteria to determine which firm(s) are the most highly qualified to
perform the required services.
e„
5. .INDEMNIFICATION REQUIREMENT: The Cities shall require the following or similar
indemnification paragraphs to be made part of the contract(s) as entered into with the
~..
,, _ 6
~, _
~_
K._,r
AGENDA ITEM #4C
~~ June 3, 2002 SEPTEMBER 9, 2002
~'"" successful proposer(s).
tr
:d _
.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
provisign 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
k- 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 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 Cities, evidencing the maintenance of said insurance shall. be
furnished to each of the Cities. 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 Cities as
7
,. ,
e
~-
AGENDA ITEM #4C
e~ 3une 3, 2002 SEPTEMBER 9, 2002
k,.
'"^ "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.
~,
G 7. ANTI-COLLUSION REQUIREMENT: Under no circumstances shall any prospective proposer,
or any perspn 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, City Council or the City
y Staff favorable to the interest of any prospective proposer or seek to influence or gain the
support of any member of the City Commission, City Council or City Staff against the interest
'~"' of any prospective proposer. Any such activities shall result in the exclusion of the
a prospective proposer from consideration by the Cities.
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
,.
a,
F~ -
~,
L,,..i
,
r
, _
6 ;+
e.w