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HomeMy WebLinkAboutE-12 Staff Report - RFP Sewer Master PlanCONSENT ITEM E-12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL VIA: SERGIO GONZALEZ, CITY MANAGER FROM: ROBERT DELGADILLO, P.E., DIRECTOR OF PUBLIC WORKS/CITY ENGINEER DATE: SEPTEMBER 20, 2021 SUBJECT: AUTHORIZATION TO SOLICIT REQUEST FOR PROPOSALS – SEWER MASTER PLAN BACKGROUND: The City’s current Sewer System Master Plan (SSMP) was developed in September 2010. The SSMP is utilized by City staff for the purposes of planning, development, and implementation of a wastewater system that is cost-effective and meets the expectations of its customers. The SSMP also identifies necessary operations and maintenance programs to maintain a safe and effective operating system. RECOMMENDATION: Staff recommends the City Council take the following action: 1) Authorize staff to solicit Request for Proposals for the development of a Sewer Master Plan ANALYSIS: The City’s current Sewer System Master Plan (SSMP) was developed in September 2010. The SSMP is utilized by City staff for the purposes of planning, development, and implementation of a wastewater system that is cost-effective and meets the expectations of its customers. The SSMP also identifies necessary operations and maintenance programs to maintain a safe and effective operating system. The SSMP will be utilized by staff to develop Capital Improvement Projects (CIPs) to meet the City’s near and long-term wastewater system needs. This will include video inspection of all City owned sewer lines to provide condition assessments and identify problems such as cracks, sags, excessive roots, and excessive grease build-up. FISCAL IMPACT: There is no fiscal impact with soliciting RFP’s for development of the City’s Sewer Master Plan. APPROVED CITY COUNCIL 9/20/2021 Sewer Master Plan – Request for Proposals September 20, 2021 Page 2 Prepared by: Reviewed and Approved: Robert Delgadillo, P.E. Sergio Gonzalez Director of Public Works/City Engineer City Manager Attachment: 1) Request for Proposals – Sewer Master Plan CITY OF AZUSA REQUEST FOR PROPOSALS NOTICE IS HEREBY GIVEN that separate sealed bids will be received at the City of Azusa City Clerk’s Office, 213 E. Foothill Blvd., Azusa, CA 91702, California, phone (626) 812-5229 until 10:00 a.m. on October 26, 2021, at which time they will be opened and reviewed for the provision of the following: “REQUEST FOR PROPOSAL – SEWER MASTER PLAN” All proposals must be sealed and clearly identify the bidder’s name, and address. The City of Azusa hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this invitation, the City will not discriminate against any bidder on the grounds of race, color, sex, or national origin in consideration for the award. All persons responding to this invitation shall be aware that their bids are deemed public records and may be subject to disclosure upon request. The City reserves the right to reject any or all proposals, to waive any informality or irregularity in any bid received, and to be the sole judge of the merits of the bids received. CITY OF AZUSA DATED: September 20, 2021 PUBLISH: September 21, 2021 MANDATORY PRE-BID MEETING: October 14, 2021 CLOSING: October 26, 2021 Attachment 1 Page 2 REQUEST FOR PROPOSALS FOR A SEWER MASTER PLAN FOR THE CITY OF AZUSA A. INTRODUCTION The City of Azusa is soliciting Request for Proposals (RFP) from qualified firms for the development of a Sewer Master Plan. Azusa, California is a 9.1 square mile older suburban community undergoing exciting renewal. Azusa is a city of nearly 50,000 residents and home to Azusa Pacific University and nearby Citrus College. Azusa has both historic and new neighborhoods, with over 1,200 new homes under construction or soon to break ground. The City has a capital improvements program (CIP) budget of approximately $5.2 million, including 23 projects that are currently under design and/or construction. The City’s last Sewer Master Plan was prepared in 2010. Since then, the City has grown through a number of revitalization projects and a new 1,250 home master-planned Rosedale community that is nearly complete with construction. The main objective of this Sewer Master Plan is to update the current and projected wastewater flows, while providing the City with wastewater system design criteria, and recommended capital improvements with facility cost estimates. The City is seeking a firm to incorporate the completed work, perform the tasks outlined in the Scope of Work, and finalize the City’s Sewer Master Plan. The following items include the work performed by the prior consultant: ■ Project Initiation and Management ○ Collected all information required to begin the project. ■ Existing System Overview ○ Determined the condition of the existing sewer system. ■ Spatial Data Capture and System Modeling ○ Created a database and computer model of the sewer system. Page 3 B. GENERAL TERMS AND CONDITIONS Accompanying this RFP is Appendix A, which contains a copy of the standard City contract the selected consultant will be required to sign for this project. Each prospective consultant is expected to review the general terms and conditions and acknowledge their acceptance of Appendix A in the Proposal Cover letter, or list their objections and requested revisions in the contract requirements for City's consideration. C. INSURANCE REQUIREMENTS The selected Consultant shall maintain in force at all times during the performance of this contract the following insurance policies: a. Comprehensive General Liability, including contractual liability, products and completed operations and business automobile liability, all of which will include coverage for both bodily injury and property damage with a combined single limit of $2,000,000. The City shall be named as “additional insured” on all policies required to be furnished. b. Professional liability coverage with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate. c. Workers’ Compensation coverage at statutory limits. d. The consultant shall assume liability for the wrongful or negligent acts, errors and omissions of its officers, agents and employees and subcontractors, and have adequate insurance to cover such negligent acts, errors and omissions with limits of $2,000,000. D. DISADVANTAGED BUSINESS ENTERPRISE (DBE) PROGRAM PARTICIPATION REQUIREMENT The City of Azusa is committed to fulfilling the spirit and intent of the Disadvantaged Business Enterprise (DBE) Program regulations published under Title 49 CFR Part 26; Participation by Disadvantaged Business Enterprises in Department of Transportation Programs. It is the policy of the City of Azusa to ensure that disadvantaged business enterprises have equitable access to participate in all federally funded projects. Further, it is the policy of the City of Azusa to promote equal opportunity and nondiscrimination on the basis of race, color, sex, or national origin in the award and/or performance of any federally funded, or in the administration of its DBE program or the requirements of 49 CFR Part 26. While the City is not requiring a specific DBE participation on this contract, DBE participation may be required in future CIP contracts, which are federally funded. Page 4 E. REQUIRED FORMAT FOR PROPOSAL SUBMITTAL Please submit three (3) originals of your proposal in the format specified below: Table of Contents Contents of proposal Section 1: Cover Letter/Executive Summary Provide an executive summary emphasizing the strong points of the project team, qualifications and experience. The cover letter/executive shall be signed by a person with the official authority to bind the company. The cover letter/executive shall include the name, address, telephone number, title, and signature of the firm’s contact person for this proposal, and state that the submittal is valid for 90 days. Section 2: Approach and Scope of Work Provide your approach and detailed scope of work that your firm can provide in developing the Sewer Master Plan, including:  Review the completed Sewer Master Plan tasks by prior consultant as indicated in the introduction.  Verify the methodology and results of the Infiltration and Inflow (I&I) Study performed by the prior consultant. Perform additional analyses if necessary.  Examine the existing sewer system by means of cleaning and videoing the pipe lines to determine the extent of damage.  The proposal shall include cleaning 25% of their sewer system. This percentage may be reduced by the City.  The proposal shall include video and inspection reports of the entire sewer system (approximately 80 miles). The scope may be reduced by the City.  Perform flow monitoring at 5 locations. The locations shall be determined by the City.  Develop a GIS model and hyperlink the video and inspection report of each sewer main.  Modify the hydraulic model and analysis based on the results of the I&I Study, flow monitoring, and videoing. Page 5  Prepare map of all City Sewers in PDF format.  Develop a prioritized 5-year capital improvement program for sewer improvements. o The program shall include an estimate of cost and construction time for each project.  Prepare a Final Sewer Master Plan which also includes the completed work by the prior consultant. Please do not contact the previous consultant with questions. All inquiries shall be made with the City of Azusa.  A 90% Draft of the Sewer Master Plan shall be completed 8 months from the contract award date for the City’s review. Section 3: Project Team, Key Personnel and Resumes Provide an organization chart showing the names and responsibilities of key personnel. Identify and provide resumes for the following key persons:  Contract Principal-in-Charge (a principal of the firm who will have the ultimate authority and responsibility to bind the Consultant, sign agreements, assign required personnel and resources to the City, and ensure that the services are provided in a cost and time efficient manner.  Senior Staff Member (primary contact)  Any other additional support staff that you wish to list. It is imperative that the key personnel preparing the Sewer Master Plan have the background, experience, and qualifications to complete the project. After the contract is signed, the consultant may not replace key staff unless their employment is terminated or agreed upon by the City. The City must approve replacement staff before a substitute person is assigned to the Project. The City reserves the right to request that the consultant replace a staff person assigned to the contract should the City consider such a replacement to be in the best interest of the City. Section 4: References Provide 3 public agency references for similar assignments. Section 5: Insurance Provide a copy of firm’s current insurance certificate. Page 6 Section 6: Fee Schedule Please submit fee schedule in a separate, sealed, envelope labeled “City of Azusa Sewer Master Plan 2021 – [BIDDER NAME}” Provide a proposed fee schedule including a detailed breakdown of each element or phase of the project and an estimate of the number of hours required for completion of each phase of the project and an hourly rate for each type of service provided in each phase. A total estimated project fee is to be included. All of this information shall be provided for the lead consultant and any sub-consultants. The fees should also detail all individual team members, their hourly billable rate, and the hours allocated for the project - by phase. Section 7: Work Schedule Provide a project work schedule with benchmark dates. Section 8: Firm Qualifications Provide your firm’s service capabilities, qualifications and experience. F. CONSULTANT SELECTION METHODOLOGY The City will select the most qualified consultant for contract negotiation. Negotiations regarding a fair and reasonable price will occur subsequent to consultant selection. Should the City be unable to obtain a fair and reasonable price through negotiations with the selected consultant, the City will enter into negotiations with the next highest qualified bidder and may award that contract if the parties are able to arrive at a fair and reasonable price. If that is unattainable, the City shall enter into negotiations with the next highest qualified bidder in sequence until an agreement is reached. The submittals will be evaluated based upon several factors. These factors include the format, organization and presentation (15%), project and implementation plan (35%), ability to complete the work in the proposed timeline (10%), the qualification and experience of the project staff (25%), and the experience in the processes and procedures of the involved regulations (15%). G. MANDATORY PRE-BID MEETING A Mandatory Pre-Bid Meeting will be held via Zoom, on October 14, 2021 at 10:00 a.m. Digital copies of the 2010 Sewer Master Plan shall be provided after the mandatory pre-bid meeting. Please RSVP with Miguel Cabanas, Principal Engineer, at mcabanas@azusaca.gov to obtain a link to the pre-bid meeting. The information for the meeting will be sent out via email on Wednesday, October 13, 2021 by close of business. Page 7 H. QUESTIONS REGARDING THIS REQUEST All inquiries and responses to this proposal shall be submitted in writing via mail or e-mail to: Miguel Cabanas, P.E. Principal Civil Engineer City of Azusa, Engineering Division 213 E. Foothill Blvd. Azusa, CA 91702 (626) 812-5264 mcabanas@azusaca.gov I. PROPOSAL SUBMITTAL PROTOCOL In order to be considered in the selection process, sealed bids must be received in the City Clerk’s Office by 10:00 a.m. on October 26, 2021; at which time they will be opened and reviewed. Late proposals will not be accepted. J. PRE-CONTRACTUAL EXPENSES IN RESPONDING TO THE RFQ/RFP PREPARATION The City shall not be liable for any pre-contractual expenses incurred by any bidder or by any selected consultant. Each bidder shall protect, defend, indemnify, and hold harmless the City from any and all liability, claims, or expenses whosoever incurred by, or on behalf of, the entity participating in the preparation of its response to this Request for Proposals. Pre-contractual expenses are defined as expenses incurred by bidders and the selected consultant, if any, in:  Preparing and submitting information in response to this Request for Proposals.  Negotiations with the City on any matter related to this procurement.  Costs associated with interviews, meetings, travel or presentations  All other expenses incurred by a bidder/consultant prior to the date of award and a formal notice to proceed. The City reserves the right to amend, withdraw and cancel this request. The City reserves the right to reject all responses to this request at any time prior to contract execution. The City reserves the right to request or obtain additional information about any and all proposals. Sample Contract, Page 1 APPENDIX A SAMPLE CONTRACT