Department of Utilities
RFP number: R09010
Project scope: The City of Lawrence, Kansas is proposing to contract with a qualified consulting engineering firm for engineering services to prepare a Water Facilities Master Plan.
Proposals 5:00 p.m.
Due: July 1, 2009
Submit five (5) bound copies of proposal.
Submit five (5) copies of the proposal in Adobe PDF format on CD-ROM (300dpi, character recognition, bookmarked).
Submit to: City of Lawrence Department of Utilities
1400 E 8 th Street
City Contacts: Mike Lawless, P.E., Assistant Director of Utilities
(785) 832-7862
(785) 832-7897 (fax)
Meeting Date: The Department shall conduct a pre–proposal meeting at the Waste Water Treatment Plant, 1400 E. 8th Street, on Tuesday, June 9, 2009 at 1:00pm. This meeting is mandatory and shall be attended by all firms planning to submit responses to the RFP. The meeting will answer questions regarding the RFP and the requirements of the project.
General Project
Information: This project will accomplish the following tasks.
· Create a dynamic, customizable, interactive model of the water distribution system using water system asset information from the City’s GIS and water use and system operational data to be provided by the City.
· Conduct an initial workshop with city staff to determine the appropriate modeling software to best fit city needs and intended uses. The model should allow for the continuous update of water system infrastructure components and operational parameters by staff as system improvements and extensions are made.
· Deliver a completed and fully functional model of the water distribution system for City use. Number of licenses to be determined.
· Provide training to city staff on the modeling software with city data at the completion of the project.
· Recommend improvements to the water system including future raw water needs, intake and treatment facilities and distribution system improvements needed for full build-out of the City along with the development of criteria to determine when the improvements need to be constructed. Several intermediate and build-out scenarios will be modeled with attention to infill scenarios. The evaluation of recommended improvements should include a review of existing and pending regulatory requirements.
· Update the water system Capital Improvements Plan and provide in digital format compatible with the Lawrence GIS.
· Provide a rehabilitation and replacement component to the water system improvements plan for all facilities based on staff system knowledge, age of assets and regulatory compliance changes.
· Evaluate the cost of system improvements on user charges by utilizing the City’s existing rate model with modifications as may be necessary. Provide several different growth rate scenarios and possible water utility infrastructure responses to these scenarios.
Details of the 2003 Water Master Plan, documents that updated limited portions of the Master Plan and the 2004 Utility Rate Plan can be viewed on the link provided:
ftp://ftp.ci.lawrence.ks.us/outgoing/utilities/2009_Water_Master_Plan
(The spaces in the hyperlink are underscores, “_”)
Proposal
Requirements: Firms are required to complete a proposal including the information as outlined in this request. The proposal shall include:
Required General Information
· Firm Name
· Contact Name, Telephone & Fax Numbers, email address, and mailing address
Project Knowledge and Approach
The firms shall demonstrate a knowledge and understanding of water system master planning, capital improvement programming, distribution system modeling and utility rate model preparation.
The firms shall further demonstrate their understanding of the project by providing a summary of the firm’s approach to accomplishing the work for the Project. Describe how the deliverables to be provided on this project will allow the firm to successfully provide a project that meets City’s expectations.
The firms should also describe their current project commitments and the availability of their respective staffs. The description should explain how this project and its schedule will fit into that of the Firm and if any conflicts for staff are foreseen.
Firms should tabulate estimated effort hours and billing rates for their proposed deliverables associated with ALL engineering services for this project.
Project Qualifications and Experience
The firms shall demonstrate their capabilities and competence in master planning, capital improvement programming, water distribution system modeling and preparation of utility rate model studies of systems similar in size to Lawrence. Include a summary of each such project for the last ten (10) years. Each summary shall describe unique contributions by the firm represented to the project that facilitated time efficiency, cost savings, team building, partnering.
Each project description shall contain at a minimum the following information:
· Project and Owner’s Name
· Owner Contact Person
· Telephone Number for the Contact
· Description of the Project
· Water Distribution System Modeling software used
· Schedule and Completion History
· Utility Rate Model Information
Key Project Staff and Experience
The firm shall provide the name, resume and an organizational chart of key Project staff that would be part of this Project. The resume for each shall describe the individual’s previous experience with water master planning and system modeling. Please do not include experience on other types of projects.
Schedule
Provide detailed description of the project schedule. Show critical path schedule activities and time allowed for City staff review.
Conflicts of Interest
No conflicts of interest shall be permitted with the Project. A potential conflict of interest exists if any member of the firm has any interest that would conflict, or has the appearance of conflicting, in any manner with the performance of the work on this Project.
Process: Upon receipt of proposals, a review by City staff will determine those firms who will be selected for further negotiations or an interview.
Evaluation criteria shall include:
· Project organization & approach 30%
· Firm experience with similar projects 30%
· Schedule to complete the project 30%
· Value added concepts proposed by consultant 10%
Estimated effort-hours and hourly rate information shall be used to assist in the evaluation of the engineering firm’s understanding of the work and final negotiations of a contract.
Special
Requirements: The engineering firm agrees that the firm shall observe the provisions of the Kansas Act Against Discrimination and shall not discriminate against any person in the performance of work under the present contract because of race, religion, color, sex, disability, national origin or ancestry. The engineering firm shall in all solicitations or advertisements for employees include the phrase, “equal opportunity employer.” The engineering firm agrees that if the engineering firm fails to comply with the manner in which the engineering firm reports to the Kansas Human Rights Commission in accordance with the provisions of K.S.A. 44-1031 and amendments thereto, the engineering firm shall be deemed to have breached the present contract and it may be canceled, terminated or suspended, in whole or in part, by the City. If the engineering firm is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the Commission which has become final, the engineering firm shall be deemed to have breached the present contract and it may be canceled, terminated or suspended, in whole or in part, by the City.
The engineering firm agrees to comply with the policies of the Lawrence Utilities Management System.