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HomeMy WebLinkAboutSFQ - 10019 Contractor Services for the Mulberry Water Reclamation Ultraviolet Disinfection Replacement ProjectSolicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing SOLICITATION FOR QUALIFICATIONS 10019 CONTRACTOR SERVICES FOR THE MULBERRY WATER RECLAMATION FACILITY ULTRAVIOLET DISINFECTION REPLACEMENT PROJECT SFQ DUE: 3:00 PM MT (Mountain Time), August 1, 2024 The City of Fort Collins is Soliciting for Qualifications (SFQ) from qualified Contractors to provide services related to construction of the Mulberry Water Reclamation Facility (MWRF) Ultraviolet (MWRF UV) Project. As part of the City’s commitment to Sustainable Purchasing, proposals must be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals not submitted by the designated Due Date and Time will not be accepted by RMEPS. An OPTIONAL pre-proposal site visit will be held at the Mulberry Water Reclamation facility, located at 918 E Mulberry St, Fort Collins, CO 80524, at 11:00 AM MT on July 10, 2024, for all interested Contractors. All questions should be submitted in writing via email, to JD McCune, Senior Buyer at jmccune@fcgov.com. Final questions shall be submitted no later than 3:00 PM MT (our clock) on July 17, 2024. Please format your email to include: 10019 SFQ Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Replacement Project in the subject line. Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its Contractors to comply with the City’s policy for equal employment opportunity and Solicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third- party Contractors and their subcontractors/subconsultants at every tier. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Contractors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the qualifications, Contractors may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets, confidential commercial information and financial data information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this SFQ, Contractors hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information. Contractor Registration: The City requires new Contractors receiving awards from the City to submit IRS form W-9 and requires all Contractors to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or Sham Proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. The selected Contractor shall be required to sign the City’s Agreement prior to commencing services. Sincerely, Gerry Paul Purchasing Director Solicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project I. INTRODUCTION AND BACKGROUND A. Purpose The purpose of this Solicitation for Qualifications (SFQ) is to receive and evaluate statements from firms (Contractors and/or Contractor Teams) for the City of Fort Collins (City) Mulberry Water Reclamation Facility (MWRF) Ultraviolet Disinfection (MWRF UV) Replacement Project. The City will then prepare a shortlist of pre- qualified Contractors from which to solicit a bid for construction of the MWRF UV Project, through a subsequent bid process. Only Contractors who are determined by the City, at its sole discretion, to meet the qualifying criteria outlined herein will be selected to participate in the bid phase of the competitive selection process. The intention of the pre-qualified Contractor list is to have a group of pre-qualified Contractors to participate to bid for the MWRF UV project who are: 1. Experienced and capable of performing work at a water reclamation facility; 2. Accustomed to working with specialized equipment; 3. Understand the intricacies of ultraviolet disinfection Work at a water reclamation facility is unique in that it requires high levels of accuracy and coordination, with a low tolerance for risk and mistakes. Facilities can only be offline for a narrow window, if at all. Therefore, it is important to limit the bid participants to qualified Contractors who are familiar with construction in and around restricted sites while the facility is still in operation and can understand, obtain, and follow specifications and installation instructions swiftly and accurately. Contractors also need to be able to work together with City staff and local officials to form an effective team. B. Background The City began treating wastewater in 1948, when the MWRF went online. Much of the facility was updated in 2011 with an upgrade to a 3-stage anaerobic, anoxic, and aerobic facility to treat 6 MGD. MWRF used a chlorine contact basin for disinfection prior to UV disinfection installation in 1995. The disinfection system was not part of the upgrade in 2011. The existing UV system consists of two UV channels (N+1 redundancy) with two Wedeco TAK55 banks in each channel. With three modules per bank and 10 lamps per module, the system contains a total of 120 lamps or 60 lamps per channel. The estimated power consumption is 42 kilowatts. MWRF’s current UV disinfection system is nearing the end of its useful life. Imminent replacement is necessary in order to continue providing reliable UV disinfection and meet the requirements of the State permit. As part of the 2017 Water Reclamation Facility Master Plan, a condition assessment provided integrity ratings in the areas of mechanical, electrical, structural, HVAC, and electrical, instrumentation, and controls (EI&C) within the MWRF UV system building. This assessment deemed the UV modules and associated equipment near the end of its useful life and recommended the equipment be replaced by 2024, or sooner. A few structural improvements were also included in the condition assessment findings. The City is currently under contract to procure equipment with Xylem (Trojan) including:  3000plus UV system to replace the existing WEDECO TAK UV system and associated electrical gear (SSC, PDC, etc.) Solicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project  Isolation gates with actuators C. Location MWRF is located at 918 E Mulberry St, Fort Collins, CO 80524, approximately northeast of the intersection of Riverside Road and East Mulberry Street. D. Need The MWRF UV system was installed in 1995. The asset has aged beyond its anticipated life and is no longer supported by the original vendor. It is crucial for the safety of public health to ensure water is disinfected before discharging to the river. II. SCHEDULES A. Procurement Schedule Procurement of the Contractor will be a qualification-based, competitive process involving two stages: 1. Phase 1: The first phase of the competitive selection process, this Solicitation for Qualifications (SFQ), is where interested respondents will prepare and submit a qualifications proposal. The City will select qualified Contractors based on the criteria outlined in Section IV of this SFQ. The proposal submittals will include the Contractor’s project execution plan, detailed team organization, and other submittal requirements stated in the SFQ. In the SFQ phase there will be an optional pre-proposal site visit at the Mulberry Water Reclamation Facility, located at 918 E Mulberry St. Fort Collins, CO 80524 at 11:00 AM MT on July 10, 2024, for all interested Contractors. The first phase will be used to determine a short list of prequalified Contractors who will be invited to participate in phase 2. This list will be determined at the sole discretion of the City. 2. Phase 2: The second phase will include an informal invitation to bid, which will be extended only to the short list of qualified firms, and will also include a mandatory pre-bid site visit, and a subsequent bid submission. Further details on this process will be communicated to the short list of qualified Contractors. The pre-bid site visit for the short list of qualified Contractors will be the only opportunity short listed Contractors will have to discuss the project needs and project details with the City team. The informal invitation to bid (given only to short listed Contractors from the SFQ phase) will request a not to exceed cost for construction services. Also requested in the bid will be time and materials information for labor and equipment rates for extra work related to any change orders. (Do not submit this information during the SFQ Phase). 3. The following procurement schedule is provided for planning purposes and is subject to change. Updates to the procurement schedule, if any, will be provided via addendum during the SFQ phase, or by direct communication during the bid phase. Solicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project Phase 1 SFQ  SFQ Issuance: June 28, 2024  OPTIONAL Pre-Proposal Site Visit 11:00 AM MT July 10, 2024  SFQ Questions Due: 3:00 PM MT July 17, 2024  Addendum Issued: July 24, 2024  SFQ Submissions Due: August 1, 2024  Pre-Qual List Determined: August 15, 2024 Anticipated Phase 2 Invitation to Bid (Subject to Change)  Issue Invitation to Bid: August 22, 2024  MANDATORY Pre-Bid Site Visit: 1:30 PM MT August 29, 2024  Bid Questions Due: September 9, 2024  Question Responses Due: September 16, 2024  Bids Due: 3:00 PM MT Sept 26, 2024 B. Project Schedule The schedule for construction of the MWRF UV Project is primarily dictated by the low-flow season. The project schedule is anticipated to begin in early February 2025 through May 2025. III. SOLICITATION FOR QUALIFICATIONS SUBMITTAL REQUIREMENTS Contractors must submit an SFQ tailored specifically to work related to the MWRF UV project. SFQs shall be limited to ten (10) single-sided pages and include the sections below (minimum 10-point font for all text). Cover page, table of contents, safety record, section dividers (if used) shall not be counted toward this page limit. The SFQ shall follow the format presented below. The Contractor Team is required to include subcontractor(s) and must provide answers for both firms, or clearly identify who the response is from. A. Cover Letter: Provide a cover letter that summarizes why the respondent should be prequalified for the MWRF UV Project and how your firm can provide the best value to the City. B. Firm Summary: 1. Description of the company’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices - identify which office will be the primary contact for the MWRF UV Project 7. Primary contact information for the company, including contact name, title, email and phone number. 8. Outline of key personnel who will be working/assigned to this project. 9. Has your firm ever failed to complete any project awarded to the firm? 10. Have you, or your firm, ever defaulted on a contract? If so, where and why? 11. Are you, or your firm, debarred by any government agency within the past five (5) years? If yes, please describe. 12. Are any lawsuits pending against the firm currently? If yes, provide a summary of the matter and current status of the lawsuit. 13. Provide a banking reference along with available credit limits. Solicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project 14. Specify the Contractor’s available bonding limits and the contact information for the bonding company. 15. What levels of insurance does the firm carry? 16. If the respondent is a Joint Venture, the lead firm for the venture shall be clearly identified and expected participation percentages stated along with any previous history of working together over the past 15 years. Also, provide answers for both firms to all questions. 17. Summary of subcontractors and general contractor history together. Staff who will be working on the project cannot change without written approval from the City. C. Qualification Summary: The Contractor is expected to bring experience and expertise in ultraviolet disinfection retrofit projects as well as water/wastewater treatment infrastructure construction with a history of delivering projects on time and within the proposed budget. Firms without previous experience on projects similar to ultraviolet retrofit projects will not be considered. Expected similar experience includes but is not limited to: 1. Demonstrated knowledge of understanding, of precision required and sequencing for a project while the remainder of the facility is in operation. 2. Concrete demolition and repair. 3. Demonstrated ability to use the tools necessary for accuracy in a treatment environment. 4. Construction within a regulated disinfection area. 5. Site rehabilitation of temporary disturbance areas, including earthwork, revegetation, and detail work. 6. Instrumentation, installation, and controls for process equipment. 7. Understanding of electrical installation while a facility is still in operation. D. Desired Qualifications 1. Experience involving modifications to active wastewater treatment facilities 2 MGD or greater 2. Projects involving retrofit to existing UV facilities 3. Projects involving Trojan 3000Plus E. Summary of Project Experience: Provide experience narratives detailing at least two (2) wastewater UV disinfection projects, or similar work, constructed by the Contractor in the past six (6) years that demonstrates their qualification. It is required that references are from two (2) separate non-City owners (an additional third reference may be included from the City of Fort Collins). The City reserves the right to review any and all projects the Contractor has constructed, including projects that may not have been listed in the SFQ. Detailed information should include: 1. Description of the project, including project name and location 2. Owner’s name, address, telephone number, email address and contact person 3. Summary of project including UV capacity, involvement in UV startup, and UV training 4. Engineering consulting firm on the project 5. Contractor’s team members and roles 6. Original contract value and final contract amount 7. Original milestones, were they met and if not, an explanation of why 8. Manufacturer used 9. Programming platform 10. Responsibility of the firm and percent of contract self-performed 11. Project delivery method used 12. Change order history and amounts – categorized as owner directed or other Solicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project 13. Disputes, claims and litigation summary 14. Liquidated damages applied F. Safety record Complete Exhibit I, Contractor Safety Form. G. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe your organization’s commitment to sustainability and supporting values. Each element of the TBL sustainability criteria will receive equal consideration in determining the final Sustainability/TBL score. 1. Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. Provide examples along with any metrics used to measure success within your firm. 2. Also provide examples of how your firm has incorporated all three aspects of TBL sustainable practices in previous similar projects on which your firm has been the prime Contractor. Some examples are provided below: a. Environmental – Experience delivering projects / programs focused on environmental health priorities in the areas of climate resiliency, water quality and watershed protection, regulatory performance, management systems, air quality, renewable energy, sustainable building and design, construction materials management, and solid waste reduction. b. Economic – Experience working and delivering projects with an emphasis on strategic financial planning, job creation, business development, asset management, various project delivery methods, value engineering, regional partnerships, transparency, stakeholder engagement, strategic investments, aging infrastructure, repurposing of existing facilities, and competing financial priorities. c. Social - Experience working and delivering projects, programs, and/or initiatives that support Equity, Diversity, and Inclusion throughout your firm’s workplace, including leadership, and supply chain. Examples of this may be demonstration of working within cultural and language gaps, development of diversity programs, diverse project teams, equitable opportunity vendor supply chain, and how your firm has applied an equity lens to processes such as recruitment, hiring, purchasing, career pathways, salaries, and staff engagement. Solicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project IV. SELECTION CRITERIA Qualifications submitted will be evaluated to determine if the Contractor and Contractor’s team meet the qualification criteria. If it is concluded by the City that a Contractor’s SFQ does not meet these requirements, the respondent will be notified that they have not been selected to participate in Bid phase of the selection process for the MWRF UV Project. The decision shall be at the sole determination of the City and the conclusions of this review shall be final. Contractor SFQ’s will be evaluated on the following minimum criteria: 1. Has the Contractor and the Contractor’s team demonstrated wastewater UV disinfection retrofit construction experience as stated in this SFQ specifically related to sections C and D, or equivalent? 2. Does the Contractor and Contractor’s team show the depth and breadth of experience necessary to understand, obtain and adapt to changes that may result from operational needs? 3. Has the Contractor and Contractor’s team successfully executed similar projects to the MWRF UV project? 4. Has the Contractor and Contractor’s team demonstrated their abilities to work in environmentally sensitive, difficult access or otherwise restrictive areas? 5. Has the Contractor demonstrated a priority for safety and have a successfully and proven track record? 6. Does the Contractor have the financial resources to execute the MWRF UV Project? 7. Does the Contractor and/or Contractor’s team demonstrate the character, integrity, reputation, and judgement required for a project of this scale? 8. Have the references provided by the Contractor reaffirmed the Contractor’s experience and qualifications to successfully execute the MWRF UV project? 9. Does the Contractor and/or Contractor team have any disqualifying factors? Solicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project EXHIBIT I CONTRACTOR SAFETY FORM Please complete the following form to provide information about your Company’s safety records and procedures. This information will be included in the evaluation of the submitted qualifications. We reserve the right to request additional documentation, at any point, that supports the accuracy of this form. Section 1. General Information Company Name Number of Employees Full Time: Part Time: Seasonal: Insurance Carrier Self-insured for Workers Compensation? Y N Section 2. Health and Safety Professional Information Do you have a full-time dedicated Safety Officer? Y N If Yes, provide the following information for the dedicated Safety Officer: Name: Title: Phone Number: Email: If No, provide the following information of the person responsible for safety in your company: Name: Title: Phone Number: Email: Section 3. Health and Safety Program Is there a written Company Safety Program Y N Does the written Company Safety Program cover the work activities proposed by your Company for this project? Y N Does the written Company Safety Program include the following: Health and Safety Training Y N Employee/Management Responsibility Y N Hazard Recognition and Control Y N Incident Reporting and Investigation Y N Describe a typical job site safety briefing (time, location, frequency, topics, documentation) How do you ensure safety to include subcontractor compliance through the project? Solicitation for Qualifications 10019 Contractor Services for the Mulberry Water Reclamation Facility Ultraviolet Disinfection Project Do you perform Job Hazard Analysis regularly and document them? Y N How often do you conduct Health and Safety audits or inspections? Do you have a corrective action plan for any findings? Y N Section 4. Training and Certifications List required safety training ALL employees receive: List specialized safety training employees receive as needed: Do you maintain records of all safety training and certifications? Y N Section 5. Health and Safety Records List the Company’s Experience Modification Rate (EMR) for the previous 3 years Year: EMR: Year: EMR: Year: EMR: For any EMR greater than 1, provide an explanation for the rating and describe the corrective action taken by the Company. Use additional pages if needed. Statement of Qualifications 9646 Contractor Services for the Mail Creek Stream Rehabilitation and Enhancement Project Provide the number of injuries and illnesses recorded (OSHA 300 log or equivalent) in the previous 3 years: Calendar Year Year: Year: Year: Number of Fatalities Number of OSHA recordable cases Number of OSHA restricted only cases Number of OSHA lost time cases OSHA Total Recordable Incident Rate (TRIR) Number of recordable cases x 200,000 Number of hours worked OSHA DART Rate (Days Away Restricted or Transferred) Number of DART cases x 200,000 Number of hours worked Average number of employees on payroll Have any OSHA citations been issued to the Company in the past 3 years: Y N If yes, list the citations and for each, provide the type of violation, an explanation for the citation, the penalty issued, and describe the corrective action taken by the Company. Limit your response to projects that have occurred in the Rocky Mountain region. Use additional pages if needed.