Exh 8GAGENDA ITEM #8G
NOVEMBER 11, 2002
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Professional Engineering Services
Technical and Price Proposal Preparation for Privatization of
Water/Sewer Services at U.S. Naval Air Station Mayport
SUBMITTED BY: Donna Kaluzniak, CEP, Utility Director
DATE: November 4, 2002
BACKGROUND: The United States Navy has issued a Request for Proposals (RFP), to
include technical and price proposals for utility privatizations at several facilities in the
southeast, including the Naval Air Station at Mayport, Florida. The Navy's RFP encompasses
all utilities-water, sewer, electric, and gas, but allows proposers to submit packages for
certain utility combinations. The City of Atlantic Beach plans to submit a proposal to take
ownership of the water and sewer systems at NAS Mayport.
The City issued an RFP for a consultant to assist in the prepazation of the technical and price
proposals. In addition, the consultant will help the City make a final determination of whether
purchase of the Navy's system will be of mutual benefit to both the City and the Navy.
Two proposals were received from the following firms on October 16, 2002:
• Gannett Fleming, Inc.
• Stone, Joca & Mahoney, Inc.
Staff evaluated the proposals and interviewed the both firms. After the proposal evaluation
and informal interviews, the top ranked firm was Gannett Fleming, Inc.
BUDGET: Funds in the amount of $100,000 were budgeted for the project in FY02, but
were not used due to the Navy's previous method 'of bundling the proposal requests, which
would have required the City to propose on both NAS Jax and NAS Mayport. The bundling
requirement was recently modified to allow Atlantic Beach to propose on the project.
Funding will need to be allocated during amid-year budget modification.
RECOMMENDATION: Authorize staff to negotiate a contract for Technical and Price
Proposal Preparation for Privatization of Water/Sewer Services at U.S. Naval Air Station
Mayport with Gannett Fleming, Inc. If a satisfactory price cannot be agreed upon, authorize
staffto negotiate with the second most qualified firm, Stone, Joca & Mahoney, Inc.
ATTACHMENTS: 1. Scoring Sheet for Navy Privatization Project
2. Request for Proposal
REVIEWED BY CITY MANAGER
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AGENDA ITEM #SG
NOVEMBER 11, 2002
AGENDA ITEM #SG
NOVEMBER 11, 2002
September 25, 2002
CITY OF ATLANTIC BEACH
REQUEST FOR PROPOSALS N0.0203-1
PROFESSIONAL ENGINEERING SERVICES
FOR TECHNICAL PROPOSAL AND PRICE PROPOSAL PREPARATION
FOR PRIVATIZATION OF WATER/SEWER SERVICES
AT U.S. NAVAL AIR STATION MAYPORT
The City of Atlantic Beach, Florida is soliciting for proposals from professional engineering firms
to provide services to develop a technical proposal and price proposal for Privatization of Water and
Sewer Services at U.S. Naval Air Station Mayport. Proposals must be submitted in triplicate by
4:30 PM on October 16, 2002 and addressed to:
Ms. Donna Kaluzniak, Utility Director
1200 Sandpiper Lane
Atlantic Beach, FL 32233
904-247-5834
dkaluzniak@ci.atlantie-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. SCOPE OF WORK:
A. The scope of work will include the preparation of a technical proposal and price
proposal to purchase existing water and sewer facilities and to provide all water and
sewer services at the Mayport Naval Air Station and, its associated off-base service areas.
The technical and price proposals will include all data, information, and cost/pricing as
required by the Naval Facilities Engineering Command Request for Proposals (RFP) No.
N62467-00-R-1801, available on the web site at http://esol.navfac.navy.mil. The
selected consultant will use their expertise, creativity and skill to assist the City in
proposing an offer that is most advantageous to both the City and the U.S. Navy. The
consultant will assist the City in preparing the following documents:
1) Volume I - Economic/Price Proposal. This document will include all
of the items as described in Section 7 of the Navy's RFP and any
applicable amendments.
a) The consultant will determine the best purchase price for
the infrastructure, and terms and conditions of a
Conveyance Agreement.
b) Provide a 25-year cost projection, with a breakout of
AGENDA ITEM #8G
NOVEMBER 11, 2002
September 25, 2002
projected capitalization costs.
c) Delineate the pricing formula for enhancements, service
requests, trouble calls, and other services.
d) Describe how the City can meet the Navy's objective to
secure and maintain Iong term cost controls while pursuing
modernization and technological growth of the assets, and
provide high quality service with the lowest cost over the
long term.
2) Volume II -Technical Proposal.. Volume II will include all items as
described in Section 7 of the Navy's RFP and any applicable
amendments. .
a) Include all of the Service Requirement (Factor I)
information including service standards, asset
maintenance, disaster response, regulatory compliance and
liability, transition plan, coordination, service requests,
joint use of and access to infrastructure, use of assets for
others, insurance, default by owner, operation and
maintenance plan.
b) Include a section on the City's Experience and Past
Performance in the operation and maintenance of utility
systems (Factor 2).
c) Describe the City's Financial Capability (Factor 3) to
purchase, expand, operate and maintain a system of the
size and complexity which the City is proposing to
purchase.
d) Include the section describing Support for Small Business
and Small Disadvantaged Business and Women-Owned
Business Program (Factor 4).
3) All associated documents, apperidices, attachments, acknowledgement
of receipt of addenda to constitute a complete solicitation package.
B. Schedule: Time is of the essence-for the completion of this project. The U.S. Navy
deadline for submission of proposals is June 3, 2003. The project must be completed
prior to this deadline, with sufficient time to obtain City staff review and City
Commission approval of the technical proposal and a timely submission of a bid.
C. Deliverables: A full price proposal and technical proposal (Volumes I and II}, meeting
all requirements as described in the Navy's RFP, Solicitation No. N62467-00-R-1801
and amendments. Submit for the City's review the 75% and Final Technical and Price
Proposal Package including:
a. Three hazdcopy sets of all system maps and schematics for the City's use.
a. Three hazdcopy sets of the Final Price Proposal (Volume I) for the City's use.
b. Three sets of the Final Technical Proposal (Volume II) for the City's use.
c. One additional set of the Technical Proposal and Price Proposal and
associated documents on CD for City use.
d. The Price Proposal and Technical Proposal (Volume I and Volume II) in the
2
AGENDA ITEM #8G
NOVEMBER 11, 2002
September 25, 2002
format and number specified in the Navy's RFP No. N62467-00-R-1801,
Sections 7 and 8 and applicable amendments, delivered to the appropriate
U.S. Naval Facility prior to the specified deadline.
3. CITY DOCUMENTS: During prepazations of a response to this RFP, the following
materials may be available at the Public Works Office or City Hall 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. Water and Sewer Master Plans
B. Capital Improvement Programs and Plans
C. Existing maps.on GIS
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 by the Atlantic Beach City
Commission.
The City reserves the right to reject any and all proposals, waive informalities and
technicalities, and make awazd to the fum 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 REOUIREMENT~
Respondents are 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. RtwxrttG CRITERIA:
AGENDA ITEM #8G
NOVEMBER 11, 2002
September 25, 2002
1) Firm's Professional Qualifications and Project Team [15%]: 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 (20%]: 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 appropriate response to the Navy's RFP.
4) Staff Availability and Capability to Meet Deadlines (20%]: 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. 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 fuiancial responsibility. Include the most recent audit summary for
the firm, and current certificate of insurance.
6) Cost Analysis and Price Proposal Preparation [20%]: Provide evidence ofthe
ability to accurately analyze the cost of operating and maintaining the Navy's existing
system and providing needed capital improvements. Provide evidence that the firm
can provide the price proposal data in the format required in the Navy's RFP.
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 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.
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
September 25; 2002
of personnel to be used on this requirements contract.
Priicipai (Partner or Seiuor Officer)
Project Manager (Responsible Professional)
Design Engineer or Arclvtect (Registered}
Designer or Technician (Non-registered)
Drafter
Field Inspector
Clerical (Typist, Word Processor, Printer, Assembly}
Other (Specify)
AGENDA ITEM #8G
NOVEMBER 11, 2002
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.
-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 aze 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. IND>LP.~T;FICAT;iON REQTJ ' + 11~NT: The City shall require the following or similar
AGENDA ITEM #8G
NOVEMBER 11, 2002
September 25, 2002
indemnification paragraphs to be made part of the contract(s) as entered into with the
successful proposer(s).
6.
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.
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.
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 - Compieteci Operations $1,000,000 -aggregate
D. Business Auto Liability
(All autos -owned, hired or used)
E. Proiessionai Liauiiily
F. Excess or Umbrella Liability
Same as Comprehensive General 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 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".
AGENDA ITEM #8G
NOVEMBER 11, 2002
September 25, 2002
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 place