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HomeMy WebLinkAboutRFI - REQUEST FOR INFORMATION - 8092 ENGINEERING SERVICES FOR WATER RECLAMATION & BIOSOLIDS FACILITY CAPITAL IMPROVEMENTS (2)RFI 8092 Engineering Services for WR&B Capital Improvement Design and Construction and Plant Operations Page 1 of 6 REQUEST FOR INFORMATION 8092 ENGINEERING SERVICES FOR WATER RECLAMATION AND BIOSOLIDS FACILITY CAPITAL IMPROVEMENT DESIGN AND CONSTRUCTION AND GENERAL CONSULTING SERVICES FOR PLANT OPERATIONS The City of Fort Collins is requesting information from qualified firms who are interested in providing engineering design services to the City, specifically for Water Reclamation & Biosolids. From the information collected through this Request for Information (RFI) process, the City will review all information and options, assess its needs and refine its requirements in order to create a more thorough and complete Request for Proposal (RFP) document. Through the RFI process, the City desires to gain knowledge of the capability of firms interested in providing the City engineering services. It is also the City’s intent that this process will assist the firms responding to the forthcoming RFP in providing a more thorough proposal demonstrating their understanding of the needs of the City. Vendor Rate Schedules or other pricing will not be required in response to the RFI. Vendors are strongly encouraged to respond to the RFI in order to have the opportunity to be invited to a one-on-one discussion with the Water Reclamation & Biosolids Team. The City of Fort Collins is undertaking a new process for selecting vendors for our contracts that use the Alternative Product Delivery System (APDS). The process begins with a Request for Information (RFI) document being issued which vendors may respond to. Vendor Rate Schedules or other pricing will not be required in response to the RFI. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, five (5) copies, will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock), April 6, 2015 and referenced as RFI No. 8092. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for submissions mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. 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 RFI 8092 Engineering Services for WR&B Capital Improvement Design and Construction and Plant Operations Page 2 of 6 Questions concerning the scope of the RFI should be directed to Link Mueller, Special Projects Manager at (970) 222-0465 or lmueller@fcgov.com. Questions regarding RFI submittal or process should be directed to Pat Johnson, Senior Buyer at 970-221-6816 or pjohnson@fcgov.com. All questions must be submitted in writing via email to Link Mueller, with a copy to Pat Johnson, no later than 5:00 PM our clock on April 1, 2015. Questions received after this deadline will not be answered. A copy of the RFI may be obtained at www.rockymountainbidsystem.com. 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. 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 from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Sincerely, Gerry S. Paul Director of Purchasing & Risk Management RFI 8092 Engineering Services for WR&B Capital Improvement Design and Construction and Plant Operations Page 3 of 6 I. OBJECTIVE The City of Fort Collins (City) objective in issuing this Request for Information (RFI) is to give engineering consulting firms, who are interested in entering into a contractual arrangement for consulting services with the City, an opportunity to exchange information with the City prior to the issuance of the Request for Proposal (RFP). This RFI is intended to provide both the City and the consulting firms an opportunity to learn more about how each conducts business. The City is interested in gaining knowledge about services and capabilities from consulting firms and their subconsultants who can provide: studies, master planning, geotechnical services, engineering design, electrical and instrumentation control design services, surveying and construction management services for capital improvement projects as well as general plant operational engineering services. The City will answer questions and explain projects that may be related to upcoming capital improvements required by regulatory agencies, desired process upgrades, and facility replacement projects. Questions relating to current plant processes, layout, and treatment performance can also be answered. II. OVERVIEW OF SERVICES REQUIRED The City is requesting information from consulting firms who are capable of providing the following services: a. Comprehensive Master Planning for wastewater treatment and biosolids handling b. Process modeling for optimization of plant secondary and anaerobic processes, including nutrient removal and sidestream systems c. Geotechnical services for design process and during construction, either in-house or sub- consultant d. Identify easements required for off-site projects and prepare legal descriptions and exhibits e. Survey required for design of projects and baseline control during construction, either in- house or sub-consultant f. Serve as members of the design team during the design phase of Utility projects g. Provide recommendations for the selection and specification of all plant mechanical, electrical and instrumentation equipment h. Drawing preparation in AutoCAD and preparation of construction documents in accordance with the latest CSI format i. Process and instrument diagrams, electrical one-lines, elevation and panel schedules for projects j. Preparation of permit applications for the City’s action as required k. On-site resident engineering services during construction of projects l. On-site project engineering to assist plant staff with process engineering, pilot studies, and minor capital improvement projects Projects will be managed utilizing the Utilities’ Alternative Product Delivery System (APDS). Experience with the APDS or a similar system of design and construction is critical. The consultant will be part of a project team consisting of City of Fort Collins Utilities’ staff, RFI 8092 Engineering Services for WR&B Capital Improvement Design and Construction and Plant Operations Page 4 of 6 construction contractor’s staff, and the engineering consultant’s staff. In general, all team members will participate in the project from conception, during the design phase through construction. Each team member has significant involvement in the design and construction concepts that are utilized for the successful completion of utility capital projects. Participation by all team members throughout the project is expected to encourage innovation and enhance project quality and value. III. INFORMATION REQUESTED Qualified engineering service providers who may have an interest in entering into a consulting services contract for a renewable term of up to five years, are requested to submit relevant information about their offerings. RFI respondents are encouraged to contact the project manager during the RFI discussion period to discuss their qualifications, staffing and to discuss the Utilities Alternative Product Delivery System business model and some of our upcoming projects. Responses should contain the following information, as appropriate: 1. Company Name, address, website. Include the name and contact information (email, phone) of the company representative responsible for providing further information. 2. Type of services available, with specializations indicated. 3. Short explanation of experience dealing with wastewater plant capital improvement work. 4. List similar projects completed over the past 5 years with the proposed team. Include the owner’s name, title of project and a brief description of the work. 5. Submit information regarding the staff that you would propose and assign to be the normal and chief contacts for projects. The commitment of key staff is critical to the City of Fort Collins and the success of projects. It is the City’s expectation that staff assigned to the project will remain throughout a project and act as the City’s key resources. 6. Some components of Utility projects may require the use of sub-consultants. If you intend to utilize sub-consultants you must list each and provide their key personnel. Provide examples of at least two projects where you’ve worked with your sub-consultants. 7. Detail the experience your proposed team has with the APDS process (Fort Collins Alternative Product Delivery System), or other similar innovative design and construction processes. 8. The City also welcomes responders to submit any pertinent information that the City should consider, including topics that the City has not included in its RFI. I. RFI Vendors are strongly encouraged to contact the project manager during the RFI discussion period to discuss their qualifications and staffing and to familiarize themselves with the Utilities Alternative Product Delivery System business model and to discuss some of the upcoming projects. The one-on-one discussion will be the only time vendors are allowed to discuss the needs of the City with the team until a short-list is developed and interviews are held in the Request for Proposal (RFP) stage. Vendors are not required to attend a one-on-one discussion with the City. RFI 8092 Engineering Services for WR&B Capital Improvement Design and Construction and Plant Operations Page 5 of 6 Once vendors have responded with the RFI document, the City will be available for a RFI discussion meeting per the schedule below. The City will be available for discussions at various times during the period April 8 – 17, 2015. Vendors who wish to attend a one-on-one discussion with the City are encouraged to submit their preferred dates and times in their RFI response or call the City Project Manager to schedule a time. Phone calls to schedule these meetings will be taken after April 6, 2015. The meetings will be held at Drake Water Reclamation Facility, 3036 Environmental Drive, Fort Collins, CO 80525. The duration of the meeting is up to the vendor firm, but will not exceed 3 hours. Questions are to be asked and answered by both parties to assist each in getting to know the other, their capabilities, their needs and more about their business. Questions are to be asked and answered by both parties to assist each in getting to know the other, their capabilities, their needs and more about their business. II. RFP At the end of the RFI discussion period, the City intends to launch an RFP on www.rockymountainbidsystem.com. All vendors may respond – responses will not be limited to those who take part in the RFI process. Questions during the RFP process will be received via email and answered via addendum issued to all. There will be no RFP pre-proposal meeting. After vendor submittals are received, the City will evaluate the proposals individually and as a team. Information to be considered during these evaluations will be that which is submitted in response to the Request for Proposals (RFP) only. A short list of firms will be developed from the evaluation and those firms will be interviewed by the City team. Prior to the interview process, the City’s review team may desire a site visit to a representative wastewater treatment plant client of the vendor in order to get a first-hand look that the vendor’s design quality and innovation. These site visits will be at the City’s expense. III. SCHEDULE The overall delivery schedule for the selection process is estimated as follows: RFI Schedule • Issuance of RFI March 16, 2015 • Accepting Vendor RFI Questions Through April 1, 2015 • RFI response Due April 3, 2015 • Accepting phone calls scheduling one-on-ones April 6, 2015 • RFI Discussion Period April 8-17, 2015 RFP Schedule • Issuance of RFP April 20, 2015 • RFP Proposals Due May 11, 2015 • Notice of Short List May 27, 2015 • Client Site Visits June 8-19, 2015 • Interviews June 29-July 1, 2015 • Contract Start July 24, 2015 * The RFP Schedule is tentative and subject to change RFI 8092 Engineering Services for WR&B Capital Improvement Design and Construction and Plant Operations Page 6 of 6 IV. VENDOR SUBMITTALS The City requests that all responders submit replies that are short, clear, concise and complete. It is not necessary to submit a marketing document in response to the RFI and 25 pages is the maximum allowed. Only 8.5x11 inch pages are allowed in the responses to the RFI. All information packages will be public record and firms shall include no confidential or proprietary information. Resumes are not required, however demonstrating that you have staff capable of providing the services necessary is recommended. If resumes are included, they will count towards the 25 page limit. V. MISCELLANEOUS This is ONLY a REQUEST FOR INFORMATION (RFI) and should not be construed as intent, commitment or promise to acquire the products and services presented by vendors. The City of Fort Collins will not be obligated to any vendor as a result of this RFI. The City is not obligated for any cost incurred whatsoever by vendors in the preparation of the Request for Information.