Attachment B
Request for Proposals for Professional Services Preparation of Plans and
Specifications for
Well No. 8 Replacement Project City of Signal Hill
Due Date: April 3, 2020 12:00 p.m. PST Non-Mandatory Site Visit: March 25, 2020 12:00 p.m. PST Submit Proposals to:
Engineering Division Department of Public Works 2175 Cherry Avenue Signal Hill, CA 90806 Attn: Kelli Tunnicliff, P.E.
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SECTION I - GENERALThe City of Signal Hill is soliciting proposals from qualified consulting firms to provide professional services for the Design and Construction Support Services for the replacement of Well No. 8 and associated wellhead facilities.
Five (5) bound copies of the proposal and one (1) electronic version to be sent to [email protected] must be received no later than 12:00 PM on April 3, 2020. Proposals must be mailed or delivered to:
Kelli Tunnicliff, Public Works Director City of Signal Hill
2175 Cherry Avenue
Signal Hill, California 90755
Proposals received after the submittal deadline stated above will not be considered. Facsimile proposals will not be accepted. Once received, the proposal and supplementary documents become the property of the City and may be subject to public records laws. For all questions and inquiries related to this Request for Proposals (RFP), please contact:
Jesus Saldana, Senior Engineering Technician City of Signal Hill
2175 Cherry Avenue
Signal Hill, California 90755 (562) 989-7352
[email protected] SECTION II - PROJECT BACKGROUND
The City of Signal Hill owns and operates a municipal water system serving a population of approximately 11,800. The City’s water supply consists of groundwater from the Central Basin supplemented with imported Metropolitan District Water purchased through Central Basin Municipal Water District (CBMWD). The average water usage in the City for the five-year period ending June 30, 2018 was 2007 AFY.
The City relies on ground water production from three wells, Well No.’s 7, 8, and 9. Well No.’s 7 and 8 are located in the City of Long Beach and water from the two Wells is pumped to the City’s Gundry Reservoir and Pump Station where it is treated for iron and manganese removal and disinfected before entering the City’s distribution system. See Figure 1 for a layout of the Signal Hill Water Supply Facility. Drawings for the Existing Well No. 8 Facility are included in Exhibit 1 of this RFP.
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Figure 1. Signal Hill Water Supply Facility
SECTION III - OBJECTIVES
The City plans on replacing Well No. 8 with a new well. Due to the high cost of land and associated facilities required to connect to the water system the City proposes to construct the replacement well at the Well No. 8 site located at 6065 Cherry Ave., North Long Beach. The well site is “L”
shaped consisting of two parcels one, 6065 Cherry Avenue, and a second parcel along the northerly rear 67 feet leased for use as a parking lot. An area map of the property is provided in Figure 2.
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Figure 2. Area Map
PROJECT DESCRIPTION
The project consists of drilling and equipping a new 1,000 GPM. 18-inch diameter, stainless steel well to replace Well No. 8 located at 6065 Cherry Avenue, Long Beach, CA. The replacement well will be located on the same site as the existing Well No. 8.
SECTION IV - SCOPE OF SERVICES
The City is seeking proposals for the preparation of plans and specifications for a replacement well. The plans should include drilling of a new replacement well and integrating the new well into the existing transmission line to the City’s Gundry Reservoir. Proposals should provide a detailed description of the approach including a description of all tasks included suggested in Phase I and Phase II Scope of Work below.
PHASE 1 WORK – Preparation of Plans and Specifications TASK 1 – MEETINGS AND GENERAL COORDINATION
Provide a primary point of contact to oversee the coordination of efforts of the Design project team and sub-consultants, monitor the schedule and budget to ensure timely project completion within approved budget, attend all meetings with the City of Signal Hill.
Provide periodic progress reports summarizing the actual work performed and any project
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issues that may need to be addressed. Arrange and participate in meetings with Signal Hill to review design submittals.TASK 2 – PERMITTING AND REGULATORY ASSISTANCE
Provide assistance with permit applications and documentation for Signal Hill’s submittal to the regulatory agencies, assume the following for permits and approvals:
a. A Drinking Water Source Assessment and Protection (DWSAP) Program including source water assessment and wellhead protection in accordance with the 1996 Safe Drinking Water Act (SDWA). As part of completing the report’s possible contaminating activities (PCAs) inventory. Coordinate with City of Signal Hill to present the DWSAP at a meeting with State Water Resources Control Board, Division of Drinking Water (DDW).
b. A temporary discharge and connection permit application to the Los Angeles County Flood Control District for discharges from the well during construction and testing of the well.
c. A permanent discharge and connection permit application to the Los Angeles County Flood Control District for discharges from the well during normal operation of the well.
d. Permit applications will be prepared and submitted to the South Coast Air Quality Management District for a permit to construct and a permit to operate the emergency generator.
e. A City of Long Beach Permit may be required by the building department or public works department for modifications to the well pump and electrical service.
f. Long Beach Fire department review.
TASK 3 – NEW WELL – DESIGN DRAWINGS AND TECHNICAL SPECIFICATIONS FOR NEW WELL
Prepare drawings and technical specifications for destruction of the existing Well No. 8 and construction of the new replacement well which will include the following:
a. Technical specifications for destruction/abandonment of existing Well No. 8 and demolition of associated appurtenant facilities that will not be a part of new replacement well.
b. Technical specifications for drilling the pilot hole; conducting geophysical logging, Gamma Ray logging, differential temperature logging, caliper logging, spinner logging, gyroscopic survey logging, and grain-size analyses for finalizing the well construction design; reaming the well bore hole; installing well casing, screen, gravel pack, and sanitary seal; and developing the well.
c. A preliminary well construction design and final design for the new well to be prepared and submitted to Signal Hill for review and approval immediately following the drilling of the pilot boreholes and the results of the isolated aquifer zone testing are reviewed.
The specifications to require five or more aquifer zone isolation testing intervals of 20 foot length each.
d. Compliance monitoring of discharge water for NPDES.
e. DDW Title 22 water quality. Water quality samples for complete DDW Title 22 requirements will be collected near the end of the constant-rate test.
f. Downhole camera video and plumbness survey conducted by a geophysical firm.
TASK 4 – NEW WELLHEAD– PRELIMINARY DESIGN
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Prepare a preliminary design technical memorandum to define and document design parameters for the new well including but not limited to the following items:• Provide a complete topographic survey of site prepared by a professional land surveyor registered in the State of California.
• Size of the pump, discharge head requirement, and type of pump for the well.
• Geotechnical report defining soil properties and parameters to be used for design.
• Provide a general layout of the well site indicating all proposed changes.
• Develop a preliminary electrical system design including the description of the controls of the well pump and integration to the City’s SCADA System.
TASK 5 – NEW WELLHEAD FACILITIES – 70% DESIGN DRAWINGS AND TECHNICAL SPECIFICATIONS
Upon review and approval of the preliminary design technical memorandum for the new well prepare 70% detail design drawings and technical specifications of the well facility and submit to the City of Signal Hill for review. Design drawings and technical specifications should include proposed modifications to existing facilities at the well site including the new well pumping equipment and connections to the existing electrical system, piping to connect to the existing reservoir and storm drain, and enclosures. Draft design drawings to be provided on bond copies and PDF files.
TASK 6 – NEW WELLHEAD FACILITIES – 100% DESIGN DRAWINGS AND SPECIFICATIONS
Upon review of the 70% design submittal and provides comments complete the 100%
design drawings and technical specifications and provide construction bid documents for final review and approval. Provide hard copies of the final drawings on mylar and electronic copies of the final drawings and specifications in AutoCAD and PDF format.
PHASE 2 WORK – Construction Support
TASK 1 – NEW WELL – BIDDING ASSISTANCE
During the bidding phase for the new well, attend the pre-bid conference and provide clarifications, details, addenda, consultation, and recommendations to Tract 349 to ensure proper bidding of the project.
TASK 2 – NEW WELL – CONSTRUCTION COORDINATION AND OBSERVATION Attend the pre-construction meeting. During the well construction period be available to review and respond to request for information, request for changes and or substitution, review and comment on submittals, and observe construction as requested to ensure that the wells are installed in accordance with the contract plans, specifications, and applicable regulatory requirements. Provide personnel to be present at the site as necessary during important activities such as for installation of the well conductor and the well string (casing and screen); to witness geophysical logging, spinner logging, video and alignment survey;
for supervision of the step test and constant rate test; and for the isolated aquifer zone tests and visit the site on a part-time basis during non-critical periods to observe construction progress.
TASK 3 – NEW WELL – COMPLETION REPORT
Prepare a Well Completion Report to document the drilling, construction, development and testing of the new well. The report will also include construction and operation
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permits, a copy of the Department of Water Resources well completion report, copies of the driller’s log, daily work reports, copies of raw data from the pump tests, and copies of the analytical results for water quality samples.SECTION V – PROPOSAL GUIDELINES
In preparing the proposal the Consultant shall address the following criteria:
PROJECTUNDERSTANDING
Comprehension of the scope of work included in the project, awareness of the City needs, identification of the work elements, sequence of operations, project objectives, completeness in answering the Request for Proposal.
PROJECTTEAM
Identification of person in charge of the project, including qualifications, technical backgrounds and experience of all key personnel to be assigned to this project.
EXPERIENCE
Relevant technical experience and projects completed demonstrating the ability and capacity to perform the work included in this project. Experience with municipal government projects and familiarity with public contract bidding requirements are very desirable.
BUDGET AND SCHEDULES
Ability to deliver required documents meeting the anticipated schedule for this project.
Techniques used for controlling costs and attaining project objectives within time and budget constraints. Record of firm in accomplishing its work on schedule, within a budget and in providing realistic cost estimates.
PROJECTAPROACH
Originality and soundness of firm’s approach to the project, including unique, innovative or cost saving methods.
CAPABILITIES
Staff and facilities available, location of offices, current workload, commitment of staff to the project and technology applications.
REFERENCES
Past clients, repeat business, stature in the industry, awards earned, etc.
FULLSERVICE
Qualifications, technical backgrounds and experience of subconsultants, contractors, etc. to be used on this project.
SECTIONVI-RIGHTTOREJECTALLPROPOSALS
The City reserves the right to reject any or all submitted proposals, and no representation is made that any contract will be awarded pursuant to the Request for Proposal. The City also reserves the right to award a contract for all or some of the tasks specified in the Scope of Work and has
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therefore requested that all proposals include a breakdown of costs on a task by task basis at minimum. All costs incurred in the preparation of the proposal, in the submission of additional information, and/or in any other aspect of a proposal prior to the award of a written contract will be borne by the respondent. The City will provide only the staff assistance and documentation specifically referred to herein and will not be responsible for any other cost or obligation that may be incurred by the respondent. All proposals submitted to the City shall become the property of the City.SECTIONVII-NEGOTIATIONOFCONTRACT
An agreement will be negotiated for the extent of services to be rendered. A Professional Services Agreement for Consulting Services is attached hereto as Exhibit 2, and the information provided by the selected firm’s proposal will serve as the basis for negotiation. If agreement is not reached, negotiations will be terminated. Negotiations may then be undertaken with the review committee’s second choice or ceased altogether. If an agreement is reached with the Consultant, a contract for the work will be prepared in final form, executed by the Consultant, and returned to the City for approval and execution.
SECTIONVIII-EQUALEMPLOYMENTOPPORTUNITY
The City is an equal opportunity employer and requires all consultants to comply with all State and Federal regulations concerning equal employment opportunity.
SECTIONIX-CONFLICTOFINTEREST
The Consultant may be required to complete conflict of interest forms.
SECTIONX-PROPOSALREQUIREMENTS
The City reserves the right to award a contract for all or some of the tasks specified in the Scope of Work and has therefore requested that all proposals include at minimum a breakdown of costs on a task by task basis.
PROPOSALFORMAT
Proposals must include the information requested and comply with the requirements outlined in this Request for Proposal. Proposals should, at minimum, address the Scope of Work and formatted to include the following sections:
Perception and Approach: Demonstrate an understanding of the Project and how the project will be approached.
Personnel: Qualifications with respect to this project, responsibilities to be assigned, amount of each individual’s time to be allocated, locations where the work will be performed.
Management: Provide examples that demonstrate capability in management of projects of this scope. Include a sample monthly report, procedure for monitoring progress, providing cost control, and to maintain the project on schedule.
Fee Proposal: Submit two (2) copies in separate sealed envelopes, plainly labeled “Fee Proposal”, including a not-to-exceed fee for all work to be completed. The fee summary
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should also include a cost and man-hour breakdown consistent with the requirements of the Scope of Work., and a project schedule that accounts for all tasks.COVERLETTER
All proposals shall include a cover letter which states, at a minimum that the proposal shall remain valid for a period of not less than thirty (90) days from the date of submittal.
REQUIREDINFORMATION
PROPOSALSMUSTINCLUDETHEMINIMUMINFORMATIONASOUTLINEDBELOW:
• Legal name of firm, address, and telephone number
• Firm’s Tax Identification Number
• Year firm was established as currently being operated
• Identification of the Project Manager assigned to this project
• Name, address, and telephone number of the person to whom correspondence should be directed
• List of subconsultants, if any, who will be part of the project team including their specific areas of responsibility
• General description of the structure of the organization (i.e., whether an individual, partnership, corporation, joint venture, etc.)
• A minimum of four references that the City may contact concerning the firm’s performance on similar projects
• Representative listing of contracts that are of a similar nature to the required work for which the firm has been engaged, paying particular attention to those of the last four years in the Southern California/Los Angeles and Orange County areas for consulting engineering services
SECTIONXI-COSTOFPROPOSALPREPARATION
Any party responding to this RFP shall do so at their own risk and cost. The City, shall not, under any circumstances, be liable for any pre-contractual expenses incurred by any Proposer who elects to submit a proposal in response to this RFP or by any Proposer that is selected. Pre- contractual expenses are defined as expenses incurred by Proposers and the selected Proposer, if any, in:
• Preparing a Proposal and related information in response to this RFP;
• Submitting a Proposal to the City;
• Negotiations with the City on any matter related to this RFP;
• Costs associated with interviews, meetings, travel or presentations; or
• Any and all other expenses incurred by a Proposer prior to the date of award, if any, of an agreement, and formal notice to proceed.
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SECTIONXII-GENERALREQUIREMENTSMINIMUMQUALIFICATIONS
• The firm and any subconsultants must be legally qualified to practice the work requested in the State of California. Subconsultants performing more than 5% of the work must be approved by the City.
• Previous professional work, demonstrated capabilities and experience of the project team, and Project Manager on similar projects, must be documented and will be a heavily weighted factor in the selection process.
• The Consultant’s commitment of staff to the project will also be a heavily weighted factor in the selection process. Only staff who will, in fact, commit a substantial percentage of their time to the work should be set forth in any organization charts, resumes, or interviews.
A Project Manager is to be designated by name and may not be changed without prior written approval by the City. Significant deviations from proposed staff may result in a reduction of the Consultant’s fee or termination of the contract. Additionally, the City reserves the right to have the Consultant remove and replace the Project Manager or any project staff member or subconsultant from the project for cause.
QUALITYOFWORK
The Consultant agrees to deliver quality products and services that meet or exceed generally accepted industry standards (or best practices). Products which fail to meet these standards will not be accepted. The Consultant will be wholly responsible for correcting any deficiency at no additional cost to City. The Consultant’s proposal shall include a detailed description of quality assurance procedures that are to be used on the project.
INSURANCE
The Consultant shall meet all insurances requirements as required in the City’s “Professional Services Agreement”.
PROFESSIONALSERVICESAGREEMENT
The selected Consultant will be expected to the City’s “Professional Services Agreement” a sample copy of the City’s “Professional Services Agreement” is attached as Exhibit 2.
Exceptions to the City’s Professional Services Agreement must be identified and brought to the attention of the City in writing no later than 12:00 pm, April 3, 2020. The exception(s) and proposed revision(s) must be fully addressed.
NON-DISCLOSUREOFINFORMATION
Any consultant hired to perform work under this project, shall take reasonable and prudent measures to safeguard all information used in the development of the work products and all draft and final work products including the information in this RFP. The consultant shall not disclose this information to any party or use the project data or information on any other project, without the express consent of the City or as required by Federal law. The Consultant shall ensure that the same is required of any subconsultants working under the Consultant.
PAYMENTS
The Consultant will be paid on a monthly basis on a task by task basis, not to exceed the contract amount.
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SCHEDULEThe Consultant is expected to complete bid documents by July 3, 2020 or as agreed to in the final Professional Services Agreement.
MISCELLANEOUS
All plans, digital files, analysis of any type, programs and files, and other documents prepared by the Consultant on behalf of the City, shall become the sole property of the City.
SECTION XIII – PROJECT SCHEDULE
The tentative schedule for review, selection, award, and performance for the Consultant is, Non-Mandatory Site visit: March 25, 2020 Last day to submit questions regarding RFP: March 31, 2020
Proposals due: April 3, 2020
City reviews proposals: April 6 – 8, 2020 Award Professional Services Contract: April 14, 2020 Notice to Proceed w/ Design Contract: April 20, 2020 Complete Bid Package for Construction: July 3, 2020 Construction Support: July 3, 2020 through August 30, 2021 The overall targeted project schedule is provided below.
Well No. 8 Replacement Project Schedule
Item Begin Date End Date
Draft and Issue Request for Proposals for Professional Design Services
3/13/2020 3/13/2020 Questions Regarding RFP 3/13/2020 3/31/2020
Proposal Due Date 4/3/2020
Review Submitted Proposals for Professional Design Services
4/6/2020 4/8/2020 Award Professional Services Contract for
Professional Design Services
4/14/2020 Develop Plans and Specifications 4/20/2020 7/3/2020
City Council
Approve Plans and Specifications
7/14/2020 Advertise Bid Documents for Construction
Services
7/14/2020
Open Construction Bids 9/21/2020
Award Construction Contract 10/13/2020
Issue Construction Notice to Proceed 10/19/2020
Construction Completion 8/30/2021
SECTION XIV - PROPOSAL REQUIREMENTS
For consideration consultants shall submit a Proposal containing the following elements:
A. A description of the qualifications including details on:
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1. Previous projects of this type. Previous project history must include the design team members’ specific role in the project, the date of the project, photos of referenced projects, and a client reference list with contact names and telephone numbers.2. The approach to and expertise in similar types of projects.
3. Public agency construction documents preparation.
B. A narrative which indicates the management structure of the prime consultant, the tenure of management, and ownership of the firm.
C. The resumes of professional personnel that will be working on this project. The manager or professional who will be responsible for planning, coordinating and conducting the majority of the work must be identified and committed to managing the project. The City must approve changes in key personnel subsequent to the award of the contract.
D. A list of sub-consultants, if any, proposed to assist the prime consultant. This list shall also include the sub-consultants’ qualifications pertinent to this project.
E. Scope of work for the proposal as well as the level of involvement and interaction with City staff anticipated.
F. A schedule for all activities including completion dates, review periods and submission of work to City staff.
G. Client reference list which indicates clients on projects similar to this project. Provide name of client contact, position and contact number.
SECTION XV - DESIGN CONSULTANT SELECTION
Factors to be considered in reviewing proposals may include but are not limited to:
• General design accomplishments and quality of work previously performed.
• Previous history of work with similar projects, experience and knowledge of the Central Basin, and experience working with other Agencies that may have input in this project.
• Ability to lead a multi-disciplinary project team.
• Record of the consultant in accomplishing work within required time and budget constraints.
• Understanding of the approach, tasks, and methodology necessary to complete the required services.
• Geographical location of the design team.
• References.
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Well No. 8 Proposal EvaluationRanking Criteria
Criteria Description Weight
Past Performance and qualifications of team members on similar projects
25%
Familiarity with the area and local agencies 25%
Ability to meet schedule 20%
Project approach & scope - manner in which it is presented in the proposal
15%
Firms Experience, stability, financial resources, and past performance on similar projects
15%
SECTION XVI – PROFESSIONAL SERVICES AGREEMENT
A sample copy of the City of Signal Hill’s “Professional Services Agreement” is attached (Exhibit 2). Exceptions to the City of Signal Hill’s Professional Services Agreement must be identified and brought to the attention of the City in writing no later than 12:00 pm, April 3, 2020. The exception(s) and proposed revision(s) must be fully addressed.
SECTION XVII - SOLE AUTHORITY
The City of Signal Hill has the sole authority to select the consultant and reserves the right to reject any and all proposals. The City reserves the right to issue written notice to all participants of any changes in the proposal submission schedule or submission requirements, should the City determine in sole and absolute discretion that such changes are necessary. The City also reserves the right to approve all individuals and firms, if any, to be retained by the prime consultant. The City’s policy is to screen consultants based upon their proposal and project reference checks.
SECTION XVIII – SITE VISIT
The City will coordinate a non-mandatory site visit to be scheduled on March 25, 2020.
Consultants interested in visiting the site should contact the Project Manager to schedule a time for the visit.
SECTION XIX - DUE DATE
Proposals must be submitted by 12:00 p.m. PST, April 3, 2020 to:
City of Signal Hill
Department of Public Works 2875 Cherry Avenue, CA 90806 Attention: Ms. Kelli Tunnicliff, P.E.
All Submittals must be clearly marked as “Proposal for Professional Services for Well No. 8 Replacement Project”, with your company name and address indicated on the cover.
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SECTION XX – RFP QUESTIONSQuestions regarding this Request for Proposals must be submitted no later than 12:00 p.m. PST on March 31, 2020 by e-mail and the Subject should be “Signal Hill Well No. 8 Replacement Project RFP”. Questions should be submitted to:
Jesus Saldana, Senior Engineering Technician City of Signal Hill
2175 Cherry Avenue
Signal Hill, California 90755 (562) 989-7352
Attachments:
Exhibit 1 - Well No. 8 Pump Station, Transmission Line and Well No. 7 Modifications Drawings Exhibit 2 – City of signal Hill Professional Services Agreement
