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HomeMy WebLinkAboutBID - 7019 ASSET MANAGEMENT PLAN DEVELOPMENT & IMPLEMENTATIONF6rt Colons ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Financial Services Purchasing Division 215 N. Mason St. 2"d Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov. com/purchasing Description of Proposal 7019: Asset Management Plan Development & Implementation ORIGINAL OPENING DATE: 3:00 p.m. (Our Clock), March 11, 2009 AMENDED OPENING DATE: 3:00 p.m. (Our clock), March 17, 2009 To all prospective bidders under the specifications and contract documents described above, the following changes are hereby made. Amw T[614 Asset Management Plan Development & Implementation The following changes and/or clarifications are made to proposal 7019. New proposal Opening Date: 3:00 p.m. (our clock), March 17, 2009 Please replace Section 1 in the RFP with the following Section 1. Section 1. Purpose The City of Fort Collins Utilities Department (the Utility) is undertaking efforts to implement Asset Management -for its major workgroups that own and operate assets for the Utility. These workgroups are Water Resources and Treatment Operations, Light & Power Operations, and Water Engineering and Field Operations. The first phase in implementing Asset Management for the Utility will be an information gathering, analysis, and educational phase. In order to begin this first phase, the Utility is seeking proposals from qualified consultants to analyze its current business practices with regard to work order processing and tracking, maintenance management, database management and structure, personnel, and other pertinent items as they relate to asset management. This analysis should compare current 3. Assess current business practices, databases, and CMMS practices in each of the Utility's three main business areas - water resources and treatment operations, water engineering and field operations, and light and power operations. Also included in this should be an assessment of how the Utility's Budget and Finance, Customer & Employee Relations, and Technology and Customer Service Department currently function and should be integrated into the Utility's Asset Management plan upon implementation. Part of this assessment shall include a review of the current databases used by the Utility as a form of CMMS to determine if they are appropriate for conversion to an Asset Management platform or if a new. system should be implemented, and whether or not a standardized geographic information system (GIS) should be implemented at the Utility and what the benefits of doing such would be.. 4. Deliverables from this phase of the work shall be a report assessing the Utility's current business practices and making recommendations on how to best and most efficiently implement Asset Management into its daily operations. B. Task 2 — Development of Asset Management Plan Upon successful completion of task 1, task 2 shall be undertaken. This phase of the work shall consist of developing an Asset Management Plan for the Utility based on the recommendations provided in the report from section 4 of Task 1. It is envisioned that this phase of the work shall include the following items at a minimum, and not necessarily in the order presented below: Risk Analysis for Each Major Component of'the Utility. A. This component shall assess the criticality of each business area of the Utility. At a minimum, the specific items assessed for criticality shall include: i. Water transmission mains — raw and finished water. ii. Wastewater interceptors. iii. Water treatment plant. iv. Wastewater treatment plants. V. Electric substations. vi. Electric switch points. vii. Electric cable — major circuits. viii. Major drainage collection and conveyance structures throughout town. ix. Other smaller elements of each business area shall also be analyzed if they are critical to the operation of the Utility. 2. Completion of the asset register — Each area of the Utility maintains an inventory of its assets. Some asset inventories are more complete than others, with some assets containing more information on age, condition, material, etc., than others. It is desired that the asset inventory for each area below be completed to the fullest extent possible with the information available to the Consultant. As a part of this item of work, replacement cost shall be assigned to each item to be inventoried for a total valuation of each of the items listed below. As a minimum, the following Utility assets shall be inventoried as part of the Plan: A. Water Treatment Plant i. Influent Piping ii. Treatment Facility iii. Effluent Piping iv. Finished Water Storage Reservoirs V. High Service Pump Stations vi. SCADA Systems vii. Site specific items such as buildings, security systems, site lighting, driving surfaces, fences, and land. B. Water Reclamation Facilities i. Drake Water Reclamation Facility ii. Mulberry Water Reclamation Facility (Newly constructed) iii. SCADA Systems iv. Site specific items such as buildings, security systems, site lighting, driving surfaces, fences, and land. C. Water Collection System i. Michigan Ditch and appurtenances — gates, cabins, etc. ii. Raw Water Supply Lines iii. High Mountain Reservoirs iv. Poudre River Diversions V. Building and facilities located at the Water Treatment Plant D. Light & Power Network i. Substations ii. Cable Network iii. Switches iv. Transformers V. Other Components E. Water Distribution System i. Water Transmission Mains ii. Distribution Mains iii. Pressure Reducing Valves iv. Air -Vacuum Valves V. Cross connections with neighboring districts vi. Other special appurtenances as needed. F. Wastewater Collection System i. Major Interceptor Sewers ii. Collector Sewers iii. Neighborhood Sewers iv. Manholes G. Stormwater Conveyance System i. Major Outfalls ii. Flood Prevention Structures iii. Detention and Water Quality Ponds iv. Storm Sewer Network H. Utilities "Campus" at 700 Wood Street i. Buildings ii. Security Systems iii. Parking & Driving Surfaces iv.' Fences I. Miscellaneous Items i. Pool Vehicles ii. Maintenance Vehicles iii. Heavy Equipment iv. Crew and Line Trucks V. Equipment Trailers vi. Cable and Pipe Pullers 3. Condition assessment of the critical elements of each area of the Utility. i. Water Transmission Lines ii. Major Wastewater Interceptors iii. Collector Sewers iv. Light & Power Substations V. Light & Power Distribution Network — 200 A and 600 A feeder circuits vi. Switch Points vii. Water Collection Facilities -viii. Water Treatment Plant ix. Drake Water Reclamation Facility X. Mulberry Water Reclamation Facility 4. Level of Service Determination for the Major Elements of Each Component of the Utility. i. Determine existing level of service for each business area of the Utility. ii. Determine desired level of service for each business area of the Utility. iii. Make recommendations on how to achieve the desired levels of service. Capitol Improvement Plan i. Upon completion of the preceding items, it is anticipated that there will be some obvious areas of the Utility's assets that will need major rehabilitation or replacement in the coming years, as well as potential business process modifications to increase the level of service to that level desired by the individual business areas. This item of work shall compile these improvements into a capitol improvement plan, considering already planned capitol improvements as well, and prioritize repairs for the 50-year horizon at a minimum. Additional fund needs for operations and maintenance expenditures as well as capitol needs shall be identified so that the Utility can begin to look at ways to fund the necessary improvements in the coming years. 6. Data Capture and GIS Database of Certain Components of the Utility (if chosen) - The goal of this item is to develop a GIS-driven mapping system for use by other areas and departments of the City as well as the Utility. Databases exist for much of this information. An analysis and recommendation of how best to convert the available data to GIS is needed, as well as an analysis of how much additional data capture is necessary to complete this item of work. 1. If chosen, this item of work shall consist of capturing locations (horizontally and vertically) of the Utility's water distribution, wastewater collection, and stormwater conveyance systems, as well as the light and power distribution network. Items to be included in this database include the following items: i. Water Distribution Network — All pipes, valves, manholes, PRV's, fire and blowoff hydrants, booster stations (if applicable), interconnects with other districts, and other pertinent items. ii. Wastewater Collection System — All pipes, manholes, lift stations, and force mains. iii. Stormwater Conveyance System — All outfalls, manholes, inlets, pipes, water quality and detention pond structures, and other flood control structures. iv. Light and Power Distribution Network — All substations, switches, vaults, transformers, cable locations, and other pertinent items. 2. The 'above information shall be compiled into a GIS database for use by the Utility as well as other pertinent areas of the City. A good portion of the infrastructure needed to create a GIS network for the Utility is in use by other areas of the City; therefore, the Utility should theoretically be able to use that infrastructure to its fullest extent. 7. Deliverables for Phase 2: 1. Asset Management Plan containing the following items: i. Inventory of existing assets along with value of all assets. ii. Condition assessment of major elements of the Utility. iii. Levels of Service for the major elements of the Utility. iv. Risk Analysis for major elements of the Utility. v. Capitol Improvement Plan based on Risk Analysis 2. GIS Database of system wide utilities described in section G above_ Phase 3 — GIS Implementation (if chosen) — This phase of the work shall comprise deployment of the GIS within the components of the Utility and training key staff members on the selected GIS software. General Project Requirements Provide all surveying necessary to build the GIS database as outlined in Section G above. Provide a detailed schedule for each element of the Work. For budgeting purposes, this schedule shall also allocate the amount of professional fees expected for each calendar year the Work is being performed. IV. Instructions to Consultants A. Submittal Requirements Qualified consultants interested in performing the work described in this request for proposals should submit a minimum of the following information to the City. Qualifications of your firm and qualifications and experience of the specific staff proposed to perform the work on this project. This should include resumes of staff and any recommendation / commendation letters received for past projects. 2. A list of Asset Management plans and related work completed in the last five years by the project team proposed to work on this project. 3. Provide a detailed scope of work and fee estimate for the items of work described in Section 11 of this RFP. Include a detailed cost break down of hourly rates, proposed number of hours assigned to each work task for all personnel, and cost breakdowns for all subconsultants. 4. References from at least three other projects with similar requirements that have been completed within the past five years and that have involved the staff proposed to work on this project. 5. Limit the total length of your proposal to a maximum. of 50 pages (excluding covers and dividers). The Director of Purchasing and Risk Management may reject proposals received that are longer than 50 pages in length. 6. Submit a total of eight 8 copies of your proposal. 7. Proposals must be received no later than 3:00 PM (our clock), March 11, 2009 to: City of Fort Collins — Purchasing and Risk Management Division 215 North Mason Street PO Box 580 Fort Collins CO 80522 B. Contacts Questions related to procedures should be directed to: Opal Dick, Senior Buyer, CPPO City of Fort Collins Utilities 700 Wood Street P.O. Box 580 Fort Collins, CO 80522 (970) 221-6778 Questions related to the scope of work should be directed to: Chris Parton, P.E., Asset Manager City of Fort Collins Utilities 700 Wood Street P.O. Box 580 Fort Collins, CO 80522 (970) 416-2308 V. Selection Criteria and Method The City of Fort Collins' Capital Project Management Control System Manual prescribes the consultant selection criteria and method. This document can be viewed at http://citydocs.fcgov.com/?vid=10&cmd=search&scope=doctype&dt=CORRESPON DENCE&q=CAPITAL+PROJECTS: REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. J The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD Does the proposal show an understanding of the 2.0 Scope of Proposal project objective, methodology to be used and results that are desired from the project? Do the persons who will be working on the project 2.0 Assigned Personnel have the necessary skills? Are sufficient people of the requisite skills assigned to the project? Can the work be completed in the necessary time? 1.0 Availability Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? Is the project team available to attend meetings as required by the Scope. of Work? Is the firm interested and are they capable of doing 1.0 Motivation the work in the required time frame? Do the proposed cost and work hours compare 2.0 Cost and favorably with the project Manager's estimate? Are Work Hours the work hours presented reasonable for the effort required in each project task or phase? Does the firm have the support capabilities the 2.0 Firm Capability assigned personnel require? Has the firm done previous projects of this type and scope? Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did .it operate properly? Were problems corrected quickly and effectively? PROFESSIONAL SERVICES AGREEMENT WORK ORDER TYPE THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , [insert either a corporation, a partnership or an individual, doing business as , hereinafter referred to as "Professional'. WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with any project Work Orders for RFP issued by the City. A blank sample of a work order is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this reference. The City reserves the right to independently bid any project rather than issuing a Work Order to the Professional for the same pursuant to this Agreement. 2. The Work Schedule. The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule stated on each Work Order. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto. 4. Contract Period. This Agreement shall commence 200 and shall continue in full force and effect until , 200 unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals 2 and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior to contract end. 5. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this agreement shall be effective when mailed, postage prepaid and sent to the following address: Professional: City With copy to In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 6. Design, Project Insurance and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City its officers and employees, in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City and for the City's costs and reasonable attorney's fees arising directly or indirectly out of the Professional's negligent performance of any of the services 3 furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance. in the amount of 7. Compensation. In considerationof services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis designated in Exhibit "B", consisting of ( ) page(s), attached hereto and incorporated herein by this reference. At the election of the City, each Work Order may contain a maximum fee, which shall be negotiated by the parties hereto for each such Work Order. Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant to the Work Order and upon approval of the Professional's direct reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 8. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions. with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 9. Project Drawings. Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate information on the project as constructed. Drawings shall be of archival, prepared on stable mylar base material using a non -fading process to provide for long storage and high quality reproduction. "CD" disc of the as -built drawings shall also be submitted to the owner in and AutoCAD version no older then the established city standard. 4 practices within the Utility to asset management best practices utilized by other organizations that have been successful in implementing asset management in their utility. This analysis and comparison shall be used to prepare a master plan for the Utility to use in implementing asset management. The Consultant shall also conduct a workshop or series of workshops that include key staff from the Consultant and the Utility. These workshops should be designed to educate Utility staff about asset management practices, how similarly -sized utility providers have benefited from implementing an asset management program, what organizational changes, if any, might occur when implementing asset management, and generally facilitate a cultural change in the Utility towards asset management best practices. Additional projects of like or similar work may be awarded under this contract upon successful completion of this phase of the work. The term of the contract shall be for one year with the option of the City of Fort Collins to renew for four additional one year periods. Specific items that could be awarded under this contract related to development of a formal asset management plan would be risk scoring, conditioning of the assets, determining appropriate levels of service, developing capitol improvement plans and funding mechanisms for necessary future improvements to existing assets, and GIS platform. development and implementation. The Utility, under separate contract, is in the process of preparing an Information Technology (IT)Strategic Plan. The Consultant should assume that assessments of current IT practices will not be a part of this scope of work. 2. Section II.B.6 Fleet Maintenance — Please remove this section in its entirety. 3. Replace Section III. Scope of Services with the following. Section III. Scope of Services A. Task 1 — Asset Management Education and Analysis of Current Business Practices Specific items include in this phase of the work: 1. Conduct a workshop or series of workshops that include key staff from the Utility. These workshops should be designed to educate Utility staff about asset management practices, how similarly -sized utility providers have benefited from implementing an asset management program, what organizational changes, if any, might occur when implementing asset management, and generally facilitate a cultural change in the Utility towards asset management best practices. 2. If necessary, prepare a brief presentation to the City Manager and City Council to provide information on AM. 10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on any Work Order and every thirty days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Work Order, Work Schedule and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 11. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 12. Personal Services. It is understood that the City enters into this Agreement based. on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 13. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 14. Default. Each and every term and condition,hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. E 15. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non - defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 16. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 17. Law/Severability. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 18. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5- 101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as.amended, administered'by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. C. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 19. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of ) page(s), attached hereto and incorporated herein by this reference. THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management Date: [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] Doing business as [insert name of business] City Clerk APPROVED AS TO FORM: Assistant City Attorney By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: ATTEST: Corporate Secretary (Corporate Seal) EXHIBIT "A" WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY.OF FORT COLLINS AND DATED: Work Order Number: Purchase Order Number: Project Title: Commencement Date: Completion Date: Maximum Fee: (time and reimbursable direct costs): Project Description: Scope of Services: Professional agrees to perform the services identified above and on the attached forms in accordance with the terms and conditions contained herein and in the Professional Services Agreement between the parties. In the event of a conflict between or ambiguity in the terms of the Professional Services Agreement and this work order (including the attached forms) the Professional Services Agreement shall control. The attached forms consisting of Exhibits _, _, consisting of _ (_) pages are hereby accepted and incorporated herein, by this reference, and Notice to Proceed is hereby given. cc: Purchasing Professional: By: Date: City of Fort Collins Submitted By: Project Manager Date: Reviewed by: Senior Utility Engineer Date: Approved by: Utilities General Manager Date: Approved by: Director of Purchasing & Risk Management (if over $60,000.) Date: E 0 3. Analyze current business practices with regard to work order processing and tracking, maintenance management, database management and structure, personnel, and other pertinent items as they relate to asset management. This analysis should compare current practices within the Utility to asset management best practices utilized by other organizations that have been successful in implementing asset management in their utility. This analysis and comparison shall be used to prepare a master plan for the Utility to use in implementing asset management. 4. Deliverables from this phase of the work shall be a report assessing the Utility's current business practices and making recommendations on how to best and most efficiently implement Asset Management according to industry best practices. Replace Section N.A. with the following: Instructions to Consultants A. Submittal Requirements Qualified consultants interested in performing the work described in this request for proposals should submit a minimum of the following information to the City. 1. Qualifications of your firm and qualifications and experience of the specific staff proposed to perform the work on this project. This should include resumes of staff and any recommendation / commendation letters received for past projects. The same information shall be submitted for all subconsultants proposed to work on the project. 2. A list of projects related to asset management completed in the last five years by the project team proposed to work on this project. 3. Provide a detailed scope of work and fee estimate for the items of work described in Section III of this RFP. Include a detailed cost break down of hourly rates, proposed number of hours assigned to each work task for all personnel, and cost breakdowns for all subconsultants. 4. References from at least three other projects with similar requirements that have been completed within the past five years and that have involved the staff proposed to work on this project. 5. Limit the total length of your proposal to a maximum of 50 pages (excluding covers and dividers). The Director of Purchasing and Risk Management may reject proposals received that are longer than 50 pages in length. 6. Provide a schedule for each element of the Work in Section III. 7. Submit a total often 10 copies of your proposal. 8. Proposals must be received no later than 3:00 PM (our clock), March 17, 2009 to: City of Fort Collins — Purchasing and Risk Management Division 215 North Mason Street PO Box 580 Fort Collins CO 80522 Please contact Opal Dick, Sr. Buyer at (970) 221-6778 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. City of Financial Services Purchasing Division Flirt Colli ns 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 Purchasing 970.221.s775 970 .221. 707 fcgov.com/Purchasing REQUEST FOR PROPOSAL PROPOSAL 7019 Asset Management Plan Development & Implementation The City of Fort Collins is seeking proposals from qualified consultants for development and implementation of an Asset Management Plan (the Plan) for the Utilities Department (the Utility). The Plan will be a comprehensive strategic planning tool for use by all branches of the Utility, including Water Resources and Treatment Operations, Light & Power Operations, Water Engineering and Field Operations, and the Budget & Finance Department. As well as the items owned by each of these groups, the Plan should also take into account non -infrastructure assets such as pool and maintenance vehicles, heavy equipment, buildings, and site facilities. Written proposals, eight (8), will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00. p.m. (our clock), March 11, 2009. Proposal No. 7019 - Asset Management Plan Development & Implementation. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Chris Parton, P.E., Asset Manager, (970) 416-2308. Questions regarding proposal submittal or process should be directed to Opal Dick, CPPO, Senior Buyer (970) 221-6778. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/eprocurement 2. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy of the Bid. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. 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 rev 01 /08 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. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management Proposal 7019 - Asset Management Plan Development and Implementation Purpose The City of Fort Collins is seeking proposals from qualified consultants for the development and implementation of an Asset Management Plan (the Plan) for the Utilities Department (the Utility). The Plan will be a comprehensive strategic planning tool for use by all branches of the Utility, including Water Resources and Treatment Operations, Light & Power Operations, Water Engineering and Field Operations, and the Budget & Finance Department. As well as the items owned by each of these groups, the Plan should also take into account non -infrastructure assets such as pool and maintenance vehicles, heavy equipment, buildings, and site facilities. The first phase of the work will be to facilitate an educational work session with the Asset Management (AM) Team to bring about a shift in policy from current planning strategies to AM -based planning for long-range repairs and replacements of the Utility's assets. This phase shall also assess the current business practices, databases, and Computerized Maintenance Management System (CMMS) practices in each of the Utility's three main business areas - water resources and treatment operations, water engineering and field operations, and light and power operations. Also included in this should be an assessment of how the Utility's Budget and Finance, Customer & Employee Relations, and Technology and Customer Service Departments currently function and should be integrated into the Utility's Asset . Management plan upon implementation. Part of this -assessment shall include a review of the current databases used by the Utility as a form of CMMS to determine if they are appropriate for conversion to an Asset Management platform or if a new system should be implemented,- and whether or not a standardized geographic information system (GIS) should be implemented at the Utility and what the benefits of doing such would be. The selected consultant may be retained by the Utility for the second phase of the work. The second phase shall consist of the development of an Asset Management Plan for the Utility, encompassing all appropriate workgroups that own and maintain assets for the Utility. Additional projects of like or similar work may be awarded under this contract. The term of the contract shall be for one year with the option of the City of Fort Collins to renew for four additional one year periods. Background A. Fort Collins, Colorado, is a town of approximately 131,000 full-time residents and approximately 25,000 students that attend Colorado State University. The Utility owns and operates an extensive water collection, production, and distribution system, wastewater collection and treatment system, light and power distribution network, and stormwater collection and conveyance system. The three specific business areas of the Utility are as follows: 1. Water Resources and Treatment Operations - Raw water is collected through a series of high -mountain reservoirs and in -stream diversions and is then transported to the City's water treatment plant. The water treatment plant is rated at 87 million gallons per day (MGD) peak capacity. Typical peak demand on the plant in the summer is 56 MGD. The Utility owns and operates two water reclamation facilities (WRF) — the Drake WRF and the Mulberry WRF. The Drake WRF was constructed in 1968 and has been expanded several times to its current capacity of 23 MGD average daily flow and 36.5 MGD peak hour flow. The Mulberry WRF was constructed in 1947 as part of the City's original wastewater infrastructure. It is currently undergoing a major expansion. Once complete, the plant will have a peak capacity of 6 MGD. 2. Water Engineering and Field Operations — The Utility serves approximately 33,000 customers with water and wastewater service. The wastewater collection system is composed of approximately 435 miles of pipe ranging in size from 4- to 42-inches in diameter. The Utility's water distribution system is composed of approximately 510 miles of pipe, from 4- to 60-inches in diameter and of varying materials. The Utility's Drainage System Division serves approximately 40,000 customers. This aspect of the Utility is responsible for stormwater collection and conveyance through three primary drainage ways in Fort Collins: the Cache La Poudre River, Spring Creek, and Fossil Creek. 3. Light and Power Operations - Light and power distribution serves approximately 63,500 customers. The Utility purchases power from Platte River Power Authority. Power is transmitted to one of five substations located in distribution network where it is then transmitted to customers throughout an extensive grid of approximately 852 miles of cable. In addition to these three main business areas, the Utility has a Budget and Finance Department, Technology and Customer Service Department, and an Employee and Customer Relations Department. The primary roles, in addition to many others, of these departments are to provide an interface between the customers and the Utility, to provide support to the three business areas and other areas of the Utility when needed, and to determine current and future monetary needs for the Utility. B. The Utility has extensive databases for each of the services listed above. These are as follows. Water Treatment Plant and Water Reclamation Facilities (MDI) — Each of the treatment plants operated by the Utility utilizes an Oracle -based database and software package developed by in-house programmers. This software package is based on an equipment tagging system that tags each piece of equipment in each of the plants. This tagging system defines treatment process, location, and plant number where each item is located by a unique six character alpha- numeric identifier. The alpha numeric identifier is used by the software package to track age of the equipment, maintenance records, pending corrective or preventive maintenance, and any other information necessary to the functionality of the equipment. Work orders for equipment repairs and/or maintenance are also tracked and assigned priority with this software package. 2. Water Utility Management System (WUMS) — This is an extensive Access - based database of the water distribution system. Information contained in the database includes pipe size, manufacturer and material, date of installation, condition (if known), pressure zone, last date the main was flushed, any pertinent service information, if cathodic protection is present, location of line segment, and other pertinent information. Only a fraction of the pipelines in the distribution system contain all of this information. Most contain some of this information. 3. Wastewater Infrastructure System Technology (WIST) — This is an extensive Access -based database of the wastewater collection system. Information contained in the database includes pipe size and material, date of installation, any known problems or defects, last date of inspection and/or maintenance, upstream and downstream invert elevations and manhole depths, number of taps on the line, and other pertinent information. 4. Stormwater Infrastructure Management System (SWIMS) — This is an extensive Access -based database of the stormwater collection system. Information contained in the database consists of pipe locations, size, material, and approximate date of installation, manhole size, depth, and date of installation, outfall type and location, and other information pertinent to the stormwater system. 5. Light and Power owns and maintains four separate databases for their equipment. These databases track switch points, serialized equipment, horizontal locations, and historic outage information. 6. Fleet Maintenance — Fleet management maintains service and repair records for the Utility's vehicles and heavy equipment. III. Scope of Services A. Task 1 — Asset Management Education and Analysis of Current Business Practices It is envisioned that a Steering Committee will be developed to participate in the formation and development of an Asset Management Plan for the Utility. The steering committee will be composed of key members of the Utility's management staff. This phase shall be an informational set of work sessions with the Steering Committee to educate members on the benefits of asset management, the importance of determining the Utility's business risk exposure for its assets, and also to assess how we conduct our business operations to formulate a plan to move forward with implementing Asset Management in the Utility. Specific items include in this phase of the work: 1. Facilitate an educational workshop or series of workshops for the Utility to bring about a cultural shift to formalized Asset Management practices. Participants will include members of the Steering Committee as well as other stakeholders within the organization. The workshop should educate the Steering Committee on the benefits of AM, seek to establish levels of service for the Utility, discuss the importance of business risk exposure, and other important aspects of AM as deemed necessary by the Consultant. 2. If necessary, prepare a brief presentation to the City Manager and City Council to provide information on AM.