Loading...
HomeMy WebLinkAboutCC AG PKT 2011-01-10 #N AGENDA STAFF REPORT DATE: January 10, 2011 TO: Honorable Mayor and City Council . THRU: Patrick P. Importune, City Manager FROM: Sean P. Crumby P.E., Director of Public Works SUBJECT: APPROVE REQUEST FOR PROPOSAL TO PREPARE UPDATE OF WATER MASTER PLAN SUMMARY OF REQUEST: Approve the request for proposal (RFP) for the 2011 Water Master Plan Update and authorize staff to solicit for proposals. BACKGROUND: The City of Seal Beach operates a domestic water system serving approximately. 24,000 residents and businesses within the City. The existing system includes approximately 67.5 miles of transmission and distribution piping, three active wells, two reservoirs, and two booster pump stations. In addition the City is about to complete and begin operation of a fourth well. The City has completed water master plans in 1997 and again in 2003. Between the years of 2003 and 2008 the City of Seal Beach experienced tremendous development adding the Pacific Gateway project (50+ acre industrial complex) and Heron Pointe Homes (64+ residential homes) among many projects. Additionally, other changes have occurred since the last master plan. The City has been aggressive with constructing improvements to it's domestic water infrastructure, 'a water conservation ordinance has been adopted, and in 2008 adopted an update to it's water rate structure. This 2011 Water Master Plan Update shall: • Evaluate and Update the Water Distribution Model of the system, • Evaluate and make recommendations to improve efficiency both with energy and water consumption to the system based upon current technology, • Evaluate the remainder of the effective life of components of the system through historical records and past reports. Agenda Item N Page 2 • Develop a comprehensive prioritized Capital Improvement Program with cost estimates, • Appraise staff of latest Federal, State, and Local Regulations, • Evaluate status of regulatory permits, • Provide a report with backup calculations for an appropriate Capital Buy in Charge (connection fee). Staff has prepared a Request for Proposal (RFP) for the solicitation of proposals from qualified companies. It is anticipated that the most qualified proposal will be brought forward to the City Council for approval in March of 2011. ENVIRONMENTAL IMPACT: This project will comply with the California Environmental Quality Act (CEQA)'. Each individual project will present detailed information prior to construction. FINANCIAL IMPACT: Funds have been budgeted in the adopted 2011 Capital Improvement Program under project number WT1101. RECOMMENDATION: It is recommended City Council approve the request for proposal (RFP) for the 2011 Water Master Plan Update and authorize staff to solicit for proposals. SUBMITTED BY: NOTED AND APPROVED: , Sean P. Crumby P.E., r Patrick P. Iportuna, City Manager Director of Public Works Attachment A. Request for Proposal Patine Works REQUEST FOR PROPOSAL (RFP) FOR Water Master Plan Update For the City of Seal Beach RFP responses to be received until 1 0:00 A.M., February 18, 2011 in the Office of the Public Works Department City of Seal Beach 211 Eighth Street, Seal Beach, CA 90740 ATTN: Karen Walton, Executive Assistant Approved for Advertising: 1,4 1 4% . :,„,-/x / Sean Crumby, P.E. � Director of Public Works 1 04, f/ 1 Public Works Date Issued: January 11, 2011 TABLE OF CONTENTS SECTION I. GENERAL DESCRIPTION AND INTRODUCTION SECTION II. PROJECT BACKGROUND SECTION III. PROPOSAL SUBMISSION REQUIREMENTS SECTION IV. SELECTION CRITERIA SECTION V. SELECTION PROCESS SECTION VI. SUBMISSION DEADLINE SECTION VII. REQUEST FOR ADDITIONAL INFORMATION SECTION VIN. TAXES AND LICENSE SECTION IX. INSURANCE 2 9d4 e a% t ea a:Rib PS) Public Works SECTION I. GENERAL DESCRIPTION AND INTRODUCTION The City of Seal Beach is requesting proposals from qualified professional engineering firms to update the City's Water Master Plan. Proposals must conform to the requirements of this Request for Proposal (RFP), and must be submitted in a sealed envelope, to the Department of Public Works no later than 10:00 a.m., on Wednesday February 18, 2011. The City reserves the right to waive any irregularity in any proposal, or to reject any proposal that does not comply with this RFP. The City alone, using criteria determined by the City, will select the qualified firm and /or consultant. The successful consultant will be required to enter into an agreement with the City, which will include the requirements of this RFP as well as other requirements to be specified at a later date. By submitting a proposal, the consultant agrees'to all of the terms of this RFP. SECTION II. PROJECT BACKGROUND The City of Seal Beach currently operates and maintains a domestic water system that serves the city. This network of domestic water service serves approximately 24,000 residents, is comprised of 67.5 miles of transmission and distribution mains with three active wells, two reservoirs, and two booster stations. In addition, the City is nearing completion on a fourth well for the system. The City of Seal Beach has prepared and adopted Water Master Plans in 1997 and again in 2003. Copies of both master plans are available upon request. Between the years of 2003 and 2008 the City of Seal Beach experienced tremendous development adding the Pacific Gateway project (50+ acre industrial complex) and Heron Point Homes (100+ residential homes) among many projects. Additionally, other changes have occurred since the last master plan. The City has been aggressive with constructing improvements to it's domestic water infrastructure, a water conservation ordinance has been adopted, and in 2010 adopted an update to it's water . rate structure. The City desires to generate a Water Master Plan. This Master Plan shall: • Evaluate and Update the Water Distribution Model of the system, • Evaluate and make recommendation to the system based upon current technology, • Evaluate the remainder of the effective life of components of the system through historical records and past reports. 3 no/ POI Works • Develop a comprehensive prioritized Capital Improvement Program with cost estimates, • Appraise staff of latest Federal, State, and Local Regulations, • Evaluate status of regulatory permits, • Provide a report with backup calculations for an appropriate Capital Buy in Charge (connection fee). Firms with experience and current contracts with public agencies, specifically in Orange County, are highly desirable. SECTION III. PROPOSAL SUBMISSION REQUIREMENTS The Department has established requirements for proposal format. Proposals shall be submitted (four copies) in a reusable three ring binder. All pages shall be duplex copied. Four copies of the proposal must be submitted containing the following elements: 1. Cover Letter. 2. Firm Structure and History. Including the firm's experience managing projects similar in magnitude and scope, key personnel and structure (org chart), credentials, background, and ownership of the firm. Include the firm's previous experience with preparation of Water Master Plans. 3. Key personnel: List qualifications of personnel with resumes and a breakdown of responsibilities. The Firm's project manager, who will be responsible for planning, coordinating, and conducting the majority of the work, must be identified and committed to the project. The City must approve changes to key personnel committed to work on the project subsequent to award of contract. 4. A narrative briefly describing the proposed approach using general descriptions for the activities and how this approach will ensure timely completion. 5. A list of proposed sub - consultants, sub- contractors, suppliers, and manufacturers, including their qualifications pertinent to this project. 6. A client reference list from previous projects of similar scope and magnitude. List should include key personnel- contacts and their position with the agency. 7. Company Fee Schedule Included with the submittal but in a separate sealed envelope the proposal shall include: 4 Public Works 1. Project cost proposal. — Submitted in a separate sealed envelope. 2. A table indicating the anticipated staff -hours dedicated to perform each of the tasks to complete the project. SECTION IV. SELECTION CRITERIA The proposals will be evaluated on the following factors, but may not be limited to just these factors: Staffing Capabilities / Technical Competence Extensive knowledge and background for management of sanitary sewer systems and successful implementation of master plans is desirable. The firm should have direct experience and knowledge of all regulatory agencies. Past Performance Record Experience in completion of projects of similar complexity and scale for other agencies within Southern California is desirable. Efficiency and timeliness in completion of program requirements. Approach to Work Methodology to be implemented to address and coordinate the various elements within the program. Cost Control Demonstrated ability to provide innovative and reliable solutions using available City resources. SECTION V. SELECTION PROCESS Selection of the consultant will be made in accordance with the provision of Chapter 10 of the California Government Code, Sections 4526 and 4529.5. Stating that selection of professional services be made on the basis of competence and qualifications. The fee will be opened and evaluated after selection of the consultant is complete. 5 t � � PAID Works Each RFP will be reviewed to determine if it meets the submittal requirements contained within this RFP. Failure to meet the requirements for the RFP will be cause for rejection of the proposal. The City may reject any proposal if it is conditional, incomplete or contains irregularities. The City may waive an immaterial deviation in a proposal, but this shall in no way modify the proposal document or excuse the consultant from compliance with the contract requirements if the consultant is awarded a contract. Proposals that meet the criteria of this RFP will be reviewed by a panel. The Department may conduct oral interviews. The selected firms will be notified, in advance, of the time and place for the oral interviews. Consultants will also be advised of additional information, if any, to be submitted at the oral interviews. Failure to appear at the interview will be considered non - responsive and the firm will be eliminated from any further consideration. Upon completion of the oral interviews, the City of Seal Beach will select the top ranked consultant deemed to be most qualified. The successful consultant to whom work is awarded shall, within ten (10) days after being notified, enter into a contract with the City for the work in accordance with the specifications and shall furnish all required documents necessary to enter into said contract. Failure of the successful bidder to execute the contract within said ten (10) days shall be just cause for the City to contract with the next responsible consultant. SECTION VI. SUBMISSION DEADLINE In order to be considered, the Consultant must submit four responses to the RFP to the following office: Attention: Sean Crumby, P.E. Director of Public Works City of Seal Beach Department of Public Works 211 Eighth Street Seal Beach, CA 90740 The proposal must be received at the above office no later than the date listed on the cover. There is no expressed or implied obligation for City to reimburse firms for any expenses incurred in preparing proposals in response to this request. Materials submitted by 6 'L f 4-40/ aeg 9 } / liorks respondents are subject to public inspection under the California Public Records Act (Government Code Sec. 6250 et seq.). Any language purporting to render the entire proposal confidential or propriety will be ineffective and will be disregarded. The City reserves the right to retain all proposals submitted, and to use any idea in a proposal regardless of whether the proposal was selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in the RFP, unless clearly, and specifically noted in the proposal submitted and confirmed in the contract between the City and the selected firm. All property rights, including publication rights of all reports produced by the selected firm in connection with services performed under this agreement shall be vested in the City. SECTION VII. REQUEST FOR ADDITIONAL INFORMATION For answers to questions or particulars regarding this Request for Proposal, all interested parties are to contact: Please schedule a telephone conference with Ms. Karen Walton for the Director of Public Works at (562) 431 -2527 ext. 1317. SECTION VIII. TAXES AND LICENSES All taxes and licenses, including, but not limited to, a Seal Beach City Business License, required for this project shall be obtained at the sole expense of the contractor. SECTION IX. INSURANCE Before the City executes a contract, the selected firm shall furnish the City a certificate evidencing Workmen's Compensation Insurance with limits no less than $1,000,000 per accident and Comprehensive Professional Liability Insurance or General Liability Insurance with limits no less than $1,000,000 per occurrence. The City shall be named as the Additional Insured. Certificates of Insurance must be accompanied by the applicable endorsements for the specific insurance policy.