Loading...
HomeMy WebLinkAboutRFP - 9103 ENGINEERING SERVICES FOR WATER RECLAMATION AND BIOSOLIDS FACILITY DESIGN AND CONSTRUCTION MANAGEMENT9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 1 of 34 REQUEST FOR PROPOSAL 9103 ENGINEERING SERVICES FOR WATER RECLAMATION AND BIOSOLIDS FACILITY DESIGN AND CONSTRUCTION MANAGEMENT RFP DUE: 3:00 PM MST (OUR CLOCK), APRIL 13, 2020 The City of Fort Collins is requesting proposals from qualified consulting firms for design, construction management and support, engineering services and general plant operational/engineering services for projects at or related to the Fort Collins Water Reclamation and Biosolids facilities. As part of the City’s commitment to Sustainable Purchasing, proposals should 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 Opening Date and Time will not be accepted by the system. A pre-proposal meeting will be held at 10:00 AM MST, on March 25, 2020. The Go To Meeting information is as follows: RFP 9103 Engineering Services for WRB Design and Construction Management - Pre-Proposal Discussion on Wednesday, March 25, 2020 from 10:00 AM - 12:00 PM (MDT) Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/join/254404109 You can also dial in using your phone. United States: +1 (571) 317-3112 Access Code: 254-404-109 All questions should be submitted at any time, in writing via email, to Pat Johnson, CPPB, Senior Buyer at pjohnson@fcgov.com. Final questions shall be submitted no later than 4:00 PM MT (our clock) on March 30, 2020. Please format your email to include: 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by BidNet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 92596 Wastewater Treatment Engineering 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 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 2 of 34 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 vendors to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party vendors and their subcontractors 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. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. 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 and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for 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 with your proposal. 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. 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 3 of 34 The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Vendor shall be expected to sign the City’s standard Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 4 of 34 I. BACKGROUND & OBJECTIVE A. Objective The City of Fort Collins is requesting proposals from qualified engineering consultants for design, engineering studies and analyses, construction management and support services, and general plant operation services for work at or related to the Water Reclamation and Biosolids Facilities (WRB), which include the Drake Water Reclamation Facility (DWRF), Mulberry Water Reclamation Facility (MWRF), and Meadow Springs Ranch Biosolids Management Facility (MSR), other associated facilities and supporting infrastructure. It is anticipated the primary use of these on-call engineering services will be in the areas of wastewater process engineering studies and capital improvements, plant and facility replacement and minor capital projects, engineering consulting services related to plant and facility operations, or other general water and wastewater engineering services related to Water Reclamation and Biosolids operations. The first capital improvement to be designed under this contract will be Headworks Improvement Project at DWRF. The objectives of this project are replacement of major preliminary treatment equipment, improvement of facilities to meet current standards, extend operational effectiveness and meet current and future regulatory requirements. Please see Section III, Article F for further details. B. Background Fort Collins WRB began treating wastewater in 1948, when the Mulberry Water Reclamation Facility (MWRF) went online. In 2011, MWRF, which treats up to 6 MGD, was upgraded to a 3-stage anaerobic, anoxic and aerobic facility. MWRF employs Ultra Violet (UV) disinfection, which was installed in the 1990s. MWRF has the ability to divert all flows to the Drake Water Reclamation Facility (DWRF) as needed. DWRF, a 3-stage biological nutrient removal facility, has a treatment capacity up to 23 MGD and treats all solids from MWRF. DWRF converted from chlorine gas to UV disinfection via a capital project which was completed in 2018. The Meadow Springs Ranch Biosolids Facility (MSR) consists of 26,000 acres of land near the Wyoming border purchased in 1990 for the purpose of land applying class B biosolids. The MSR solicits bids from grazing organizations for the grazing of cattle as part of its land management. In 2019, both water reclamation facilities received the NACWA Platinum Peak Performance awards for outstanding consistent performance over a five-year period. The MSR was recently awarded the gold level in the National Biosolids Management Partnership. II. SCOPE OF SERVICES A. On-Call Services Scope of Work The following is a list of services which may be requested of the awarded Consultant. While it identifies several services needed, it may not be all inclusive of the scope required. General Scope of Services for Future Projects for WRB 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 5 of 34 1. Perform wastewater process modeling and master planning for all water reclamation and biosolids facilities. 2. Provide a depth and breadth of expertise and abilities needed in the design disciplines of process improvement, hydraulic, electrical, mechanical, geotechnical, HVAC, odor control, structural, piping and pumping. 3. Perform wastewater modeling utilizing the latest version of BioWin. Such modeling may be in the context of capital improvement design or analysis of existing plant operations. 4. Update existing maps and schematics for all water reclamation and biosolids facilities in the context of design, analysis, and update of new and existing infrastructure and operations. 5. Prepare construction documents and technical specifications using CSI format. Drawings will be AutoCAD (version 2014 or newer) generated. “As-Constructed drawings” will be provided to the City on flash-drives/thumb drives at the completion of each project. Each “as-constructed” drawing will be stamped original at the completion of each project, which will become the property of the City of Fort Collins Utilities. 6. Identify all easements or properties required for any off-site construction projects and prepare all legal descriptions and exhibits needed by City staff for acquiring any and all easements and/or properties. This task should include all required surveying. 7. All existing utilities and structures will be identified, located and shown horizontally and vertically in relationship to the proposed improvements, using GPS, including updating the WRB yard and utilities schematic as required. 8. Prepare permit applications as required. 9. Provide resident engineering, construction administration, submittal review and field inspection services. Resident Engineering duties must be performed with experienced and qualified personnel approved by the Utilities. 10. Provide all surveying required for the design of the project and baseline control for construction contractor use during construction. 11. Provide all geotechnical services required for the design process and for testing during construction of the project. 12. Provide partnering facilitation services for project partnering and project team development. 13. Provide detailed written monthly progress reports throughout the duration of the design and construction of all work. The progress reports will be part of the monthly billing submittal. 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 6 of 34 The intent of the City of Fort Collins Utilities is to award a contract to one qualified Consultant for engineering consultation services during the assessment, design and construction phases of capital improvement, rehabilitation and other projects. The resulting Agreement will have an initial term of one (1) year and may be extended at the City’s option for additional one year periods not to exceed four (4) additional one year periods, subject to mutual agreement by both parties. The selected Consultant may be retained to provide studies, analyses, master planning, modeling, engineering design, which may include electrical, mechanical, structural, process and geotechnical services, surveying and construction management services for projects as required as well as general plant operational/engineering services. B. Delivery Approach The Headworks Improvement Project will be delivered using one of the City’s alternative delivery methods – APDS (Alternative Product Delivery System). The selected Consultant team, and the Contractor’s team (chosen through a separate RFP) will join a collaborative project team, which includes City Project Manager(s) and staff, beginning at 0% design. Multiple design and construction components, including but not limited to equipment evaluation, selection of equipment along with construction phasing to maintain 24-hour treatment, require the Contractor’s invaluable input to contribute to a successful project. Future Projects proposed under this Agreement may be managed utilizing alternative delivery methods in which construction contractors and subcontractors may be included early in design starting between 0 and 50% design stages. Delivery method selection will be determined by the City of Fort Collins Utilities on a project-by-project basis dependent on variables which may include, but are not limited to, anticipated budget and project complexity. Experience with alternative delivery methods wherein contractors are included during various stages of design and construction is critical. The Consultant will be part of a project team consisting of City Project Manager(s) and other City staff, project construction contractor’s staff, and the selected engineering consultant’s staff, subconsultants and subcontractors. This team will work together in a collaborative manner during design phases through the completion of construction. Each team member has significant involvement in the development and execution of design and construction concepts which are utilized for the successful completion of projects. Participation by all team members throughout the project is expected and encouraged to allow innovation and to enhance project quality and value. Work will be on an as-needed basis with the scope of work to be defined and a work order negotiated prior to commencement of each project. C. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: March 17, 2020 • Pre-proposal meeting: 10:00 AM MST March 25, 2020 • Question deadline: 4:00 PM MST on March 30, 2020 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 7 of 34 • Final Addendum issued: 4:00 PM MST on March 31, 2020 • Proposal due date: 3:00 PM MST (our clock) on April 13, 2020 • Interviews (tentative): Week of May 4, 2020 Anticipated DWRF Headworks Improvements Design Milestones (tentative): • Design/Consultant-Contractor Partnering Kickoff August 2020 • Major Equipment Selection/Preliminary Engineering October 2020 • Final Design June 2021 • Final Construction Estimate for Budgeting for Outcomes September 2021 D. Interviews In addition to submitting a written proposal, the top-rated Consultants may be interviewed by the RFP assessment team and asked to participate in an interactive presentation to provide an overview of the company, approach to the sample projects and delivery method and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. Interviews may be held remotely with shortlisted firms asked to arrange the web conference. E. Travel & Expenses Vendors are to provide a list of fees for reimbursable expenses. Reasonable expenses will be reimbursable per the current rates found at www.gsa.gov. F. Subconsultants Consultants will be responsible for identifying any subconsultants in their proposal. Please note that the City will contract solely with the awarded Consultant; therefore, subcontractors will be the responsibility of the Consultant. G. Financial Qualifications (CONFIDENTIAL) Consultants are to submit the most recent financial statement (audited preferred) including balance sheet and income statement, as well as a statement of cash flows. Also provide a banking reference (name, address and phone number). The financial information shall be submitted in a separate file marked Confidential. The financial information will be considered confidential commercial and financial data pursuant to the Colorado Open Records Act (C.R.S. 24-72-201 et. seq.). H. Current standards All work and/or materials must meet current standards in force by recognized technical and professional societies, trade and materials supply associations, institutes and organizations, bureaus and testing laboratories, and national, federal, state, county, and local laws, codes and ordinances. In addition, EMS Guide for Contractors and Consultants are to be adhered to. Lack of compliance with this document is grounds for cancellation of the purchase order/agreement. 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 8 of 34 I. Fees, Licenses, Permits The successful Consultant shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law. J. Laws and Regulations The Consultant agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. The Consultant further agrees to comply fully with the Occupational Safety and Health Act, all regulations issued there under and all state laws and regulations enacted and adopted pursuant thereto. K. Agreement & Term The intent of the City of Fort Collins is to award a contract to a qualified Consultant and subconsultants for the services outlined in this RFP. The Consultant and the City will enter into a Services Agreement known as the “Master Agreement”. This Master Agreement will cover the design/preconstruction and construction phases of work. It is anticipated that design/preconstruction and construction work will be conducted in phases, with Work Orders negotiated and issued for each phase of work as the project progresses. The Master Agreement contains the terms and conditions of the contract, a general scope of work, hourly rates, insurance, etc. The City intends for the term of the Master Agreement to encompass the duration of the project, subject to Consultant’s performance. Included with this request for proposals is a sample Master Agreement that the City intends to use for obtaining the services of the Consultant. The Consultant is required to review the Master Agreement and indicate any objections to the terms of the Agreement. If revisions to the contractual terms are requested, provide suggested revisions as part of the proposal. L. Work Orders Work will be conducted in phases under the Master Agreement and authorized by individual Work Orders (a sample is included in the attached Master Agreement) as the project progresses. The Contractor shall provide all personnel, materials, equipment and supplies necessary to complete the services set forth in the applicable Work Orders. Each Work Order form must include a start and completion date, total cost and a general summary of work. Subsequent supporting documentation pages may include the Contractor’s quote which includes a detailed scope of work, project schedule, deliverables, number of hours, cost detail supporting total cost including hourly rates, personnel details, materials, subcontractors, fee schedules and expenses. Cost factors outlined in the Work Order will be based on the budgetary cost factors submitted in the RFP response and subsequently negotiated and incorporated in the contract. Consultant and subconsultant Fee Schedules will be firm for the first year of the Master Agreement and may be updated annually in subsequent years based on fair market indices, upon the agreement of both parties. It is possible that the City will choose not to incorporate one or more portions of the general scope of services described in this RFPs into any contract(s) executed pursuant to this 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 9 of 34 RFP. Similarly, additional similar services may be added to the Master Agreement if required. No work order over $5,000 will be considered valid until signed, at a minimum, by the Consultant, Project Manager and Purchasing Department representative and a purchase order is issued. Depending on the cost and nature of the work, additional signature authorization may be required. Any changes to the dates, cost or scope of any Work Order must be agreed upon in writing utilizing the City’s Change Order (included in the sample agreement) and will not be considered valid until signed, at a minimum, by the Contractor, Project Manager and Purchasing Department representative. M. Invoicing and Payment Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Consultant each month following the submittal of a correct invoice by the Consultant indicating the project name, Purchase Order number, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the Consultant and the City will negotiate an appropriate unit price for the service prior to Consultant initiating such work. The City pays invoices on Net 30 terms. N. Award The intent of the City is to award a contract to one qualified Consultant for these services for an initial period of one (1) year for the On-Call Services. The resulting Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. III. PROPOSAL SUBMITTAL Please limit the total length of your proposal to a maximum of twenty-five (25) double sided or fifty (50) single sided 8 ½ x 11” pages (excluding cover pages, resumes, table of contents, dividers and Acknowledgement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page. Please, no embedded documents. Proposals that do not conform to these requirements may be rejected. For this section, Consultants are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Consultants propose to provide and shall be incorporated in the Master Agreement as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Consultant include each of the City’s questions with their response immediately following the question. 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 10 of 34 The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. Consultant Information 1. Describe the Consultant’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. If multiple, please identify which will be the primary for our account. 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete Section V, Acknowledgement. C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the On-Call scope above. The narrative should include any options that may be beneficial for the City to consider. 2. Describe how an On-Call project would be managed and who would have primary responsibility for its timely and professional completion. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager(s) and other members of the alternative delivery project team. 4. Include a description of the software and other analysis tools to be used. 5. Detail experience your proposed team has with alternative delivery methods and how these methods have contributed to innovative and successful design and construction processes. 6. Detail a recent partnering experience your firm has had with an entity and the construction team. 7. Does the project team have availability to respond to emergencies which may occur at WRB and associated facilities and related infrastructure under this Agreement? 8. Identify what portion of work, if any, may be subcontracted. D. Firm Capability & Assigned Personnel 1. Provide a short explanation of Consultant experiences dealing with wastewater treatment and biosolids capital improvement work. 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 11 of 34 2. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and sub consultants, principals with titles and their specific task assignment for this Agreement shall be provided in this section. 3. A list of qualifications for your firm and qualifications and experience of the specific staff members proposed to perform the consulting services described above. 4. Provide examples of at least two projects where you’ve worked with your subconsultants. List the subconsultant firm(s) for this Agreement, their area(s) of expertise, and include all other applicable information herein requested for each subconsultant. Identify what portion of work, if any, may be sub-contracted. 5. References (current contact name, current telephone number and email address) from at least three similar projects with similar requirements that have been completed within the past five (5) years and that have involved the staff proposed to work on this project. Include the owner’s name, title of project, beginning price, ending price, contact name, email and phone number, subconsultants on the team and a brief description of the work and any change orders The Consultant authorizes City to verify any and all information contained in the Consultant’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give. 6. List of Project Personnel: This list should include the identification of the contact person with primary responsibility for this Agreement, the personnel proposed for this Agreement, and any supervisory personnel, including partners and/or sub consultants, and their individual areas of responsibility. 7. Submit qualifications and detailed resumes of individuals proposed to fill key positions highlighting experience in municipal design and construction. The commitment of key staff is critical to the City of Fort Collins and the success of this project. It is the City’s expectation that staff assigned to the project will remain throughout the project and act as the City’s key resources. A resume for each professional and technical person assigned to the Consultant’s team, including partners and/or sub consultants, shall be submitted. The résumés shall include at least three individual references from previous assignments. References shall be from various entities. If your firm has worked for the City in the past, please provide two additional references beyond one from the City. 8. Some functions of this project may require the use of subconsultants. If you intend to utilize subconsultants you must list each and provide resumes for their key personnel. 9. Provide a list of similar projects completed in the last five (5) years by the key members of the proposed team. E. Sustainability/Diversity/TBL Methodology In concise terms (no more than two pages), please describe your organization’s commitment to sustainability and supporting values. Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 12 of 34 Please also highlight any areas of opportunity in the project where applying a social, environmental, and/or economic lens of sustainability could positively impact the project and/or stakeholders. Potential examples to demonstrate how TBL Methodology is incorporated in your firm may include the following: 1. 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. 2. 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. 3. 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. 4. Each element of the TBL sustainability criteria will receive an equal weight in determining the final Sustainability/TBL score. F. DWRF Headworks Improvement Project Proposal Background: The DWRF Headworks was constructed in 1992-1994. Aging infrastructure and equipment have been assessed for replacement; improvements to hauled waste receiving are also desired. In order to facilitate scoping and conceptualization, the following information will be provided: • DWRF 2017 Master Plan Headworks Condition Assessment • 1992 record drawings associated with Headworks Firms interested in receiving this information should provide name, firm name, phone number and email to Pat Johnson at pjohnson@fcgov.com. The information will be sent via the City’s ftp site. Scope of Services desired: • Hydraulic analysis of headworks system to determine constraints on facility and process. • Alternative analysis of major equipment replacement options. A multi-criteria decision matrix will be required in the selection of all major equipment. • Based on selected equipment, perform design analysis, including electrical, mechanical, and structural, to prepare final construction drawings. • Assist City in coordination of site application and associated permit preparation and submittal. • Coordinate with Contractor as needed to facilitate the Contractor’s construction 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 13 of 34 cost estimate. 1. Provide a scope of work for the analysis and design efforts required for the DWRF Headworks Improvements Project. The narrative should include any options that may be beneficial for the City to consider. 2. Provide estimated hours for each proposed task by job title and employee name, including the time required for meetings, conference calls, etc. 3. Provide the engineering fee for the DWRF Headworks Improvement Project. Include the cost of each task identified in your scope. Provide a total not to exceed figure for the Scope of Proposal. Price all additional services/deliverables separately. 4. Describe your recommended approach to the project and estimated hours for each proposed task. 5. Discuss the design and construction factors to be considered in design, major issues you identify to be addressed, any safety and risk factors, and all assumptions made based on the limited information provided. This effort will be used to evaluate the Consultant’s ability to analyze a problem and propose an approach. Detailed design effort is neither required nor desired. 6. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. Include a description regarding how the analysis will be performed for the various identified areas identified, the methods and assumptions used, and the limitations of the analysis. 7. Describe the methods and timeline of communication your firm will use with the City’s Project Manager(s) and other members of the alternative delivery project team. 8. Describe the availability of the team personnel to participate in this project in the context of the Consultant firm’s other commitments. 9. Can the work be completed in the necessary timeframe, with target start and completion dates met? 10. Are other qualified personnel available to assist in meeting the project schedule if required? 11. Provide an outline of the schedule for completing tasks. 12. Include a description of the software and other analysis tools to be used. Detail experience your proposed team has with alternative delivery methods and how these methods have contributed to innovative and successful design and construction processes. 13. Detail a recent experience your firm and proposed design and construction management team had in using formal partnering processes. 14. Identify what portion of work, if any, may be subcontracted. G. Cost and Work Hours Consultants are to provide a list of fees for reimbursable expenses. Reasonable expenses will be reimbursable per the current rates found at www.gsa.gov. The Consultant will be required to provide original receipts to the City for all reimbursable expenses. In your response to this proposal, please provide the following: 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 14 of 34 1. Schedule of Rates: Provide a schedule of billing rates by category of employee and job title to be used during the term of the Agreement. This fee schedule will be firm for at least one (1) year from the date of the Agreement. The fee schedule will be used as a basis for determining fees should additional services be necessary. Include a per meeting rate in the event additional meetings are needed. 2. Provide a fee schedule for subconsultants. 3. All direct costs (i.e., travel, printing, postage, etc.) specifically attributed to the project and not included in the billing rates must be identified. H. Additional Information Provide any information that distinguishes the Consultant from its competition and any additional information applicable to this RFP that might be valuable in assessing the Consultant’s proposal. Explain any concerns the Consultant may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. Exceptions to the Scope of Services and City Agreement (a sample of which is attached in Section VI) shall be documented. IV. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Consultants will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Consultants may be conducted. 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 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 3.0 Firm Capability & Assigned Personnel Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the firm successfully completed previous projects of this type and scope? Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 15 of 34 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to all three aspects (social, environmental, and economic) of the Triple Bottom Line (TBL) methodology of sustainability for this project and in their company value system as evidenced by their day-to-day business operating processes, practices and procedures? 3.0 Project Proposal Does the proposal’s Scope include detailed tasks for each element as applicable and are the assumptions reasonable? Does the proposal include detailed cost break-down for each cost element as applicable? Do the proposed cost and work hours compare favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required by each project task or phase? Can the work be completed in the necessary time? 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? 1.0 Cost & Work Hours Are fee schedules for Consultant and subconsultants reasonable and competitive? Are travel expenses included and detailed in the response? Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this Consultant again? Did they show the skills required by this project? 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 16 of 34 Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Consultant responsive to client needs; did the Consultant anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge If a study, did it meet the Scope of Work? If the Consultant administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 17 of 34 V. ACKNOWLEDGEMENT Consultant hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, Consultant hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Consultant’s knowledge and belief. b. Consultant commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Consultant further agrees that the method of award is acceptable. e. Consultant also agrees to complete the proposed Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. f. Consultant acknowledge receipt of addenda. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: ACKNOWLEDGEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. Official Purchasing Document Last updated 10/2017 9103 Engineering Services for Water Reclamation and Biosolids Facility Design and Construction Management Page 18 of 34 VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN ) PROFESSIONAL SERVICES AGREEMENT WORK ORDER 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 , hereinafter referred to as the "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. No Work Order shall exceed $ . A general scope of services is attached hereto as Exhibit C, consisting of ( ) page(s) 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. Irrespective of references in Exhibit A to certain named third parties, the Professional shall be solely responsible for performance of all duties hereunder. The term “Work” as used in this Agreement shall include the services and deliverables contained in Exhibit A and any Work Orders issued by the City. The City may, at any time during the term of a particular Work Order and without invalidating such Work Order, make changes to the scope of the particular services. Such changes shall be agreed upon in writing by the parties by Change Order, a sample of which is attached hereto as Exhibit B, consisting of one (1) page and incorporated herein by this reference. 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 , 20 , and shall continue in full force and effect until , 20 , 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 ( ) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. Written notice of renewal