REQUEST FOR PROPOSAL EASTERLY WASTEWATER TREATMENT PLANT ... Easterly... · Wastewater Treatment Plant, Electrical Infrastructure Improvements (EEII). Proposals for providing these

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REQUEST FOR PROPOSAL

EASTERLY WASTEWATER TREATMENT PLANT

ELECTRICAL INFRASTRUCTURE IMPROVEMENTS (EEII)

WBS NO: CIP.TP.E.1243

July, 2010

This Request for Proposal (RFP) is being sent to interested engineering firms for pre-design, design, bidding, construction and closeout engineering services for the Easterly Wastewater Treatment Plant, Electrical Infrastructure Improvements (EEII). Proposals for providing these services will be received until the close of business (4:30 P.M.) on August 6, 2010. All material submitted shall have a font size equivalent to Times New Roman 12 pt or larger. Proposals shall be no more than 75 printed pages and be printed on double-sided recycled paper. Proposals are to be delivered to the following name and address: Julius Ciaccia, Executive Director Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH 44115-2504 Attn: Kellie Rotunno, Director of Engineering and Construction Late submittals will not be considered. A mandatory (for consultants that will submit as a prime) pre-proposal meeting will be held at 9:30 A.M. on July 15, 2010 in the Administration Building Training Room of the Northeast Ohio Regional Sewer District’s Easterly Wastewater Treatment Plant, 14021 Lakeshore Blvd., Cleveland, Ohio. Questions regarding this RFP shall be directed to Mr. Bruce Buchanan at the pre-proposal meeting or at other times by calling (216) 881-6600, ext. 6440 or at [email protected].

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The RFP is organized as follows: SECTION 1.0 INTRODUCTION SECTION 2.0 SCOPE OF SERVICES SECTION 3.0 PROPOSAL CONTENT AND FORMAT SECTION 4.0 PROJECT SCHEDULE SECTION 5.0 EVALUATION AND SELECTION PROCESS SECTION 6.0 SUBMISSION OF PROPOSALS RFP list of Attachments The following attachments are included in this RFP. Attachment A Project Invoice Standards Attachment B Project Data Standards & Requirements Attachment C NEORSD SBE Policy Attachment D District Equal Employment Opportunity Form Attachment E Task and Hour Summary Form Attachment F NEORSD Cost Summary Form Attachment G NEORSD Non-Disclosure Agreement Attachment H NEORSD Standard Professional Agreement 2010 RFP list of Exhibits The following attachments are included in this RFP. Exhibit A Single Line Diagrams for the Easterly Wastewater Treatment Plant Exhibit B Easterly WWTP Comprehensive Facilities Plan, revised May 8,

2009, Brown and Caldwell Exhibit C Contract ABR Basis of Design, revised March 31, 2010, Middough

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1.0 INTRODUCTION 1.1 PROJECT BACKGROUND

1.1.1 Description of the Easterly Wastewater Treatment Plant Electrical

Infrastructure:

The Easterly WWTP is fed from Cleveland Public Power (CPP) through (2) parallel 11 kV services. Each service feeds one side of the facility’s 4.16 kV double-ended Main Substation through a pair of 11kV to 4.16kV transformers. The current distribution system is made up of six (6) double-ended indoor substations. Each substation is fed by a parallel feed from each side of the Main Substation. There are also five (5) 5kV Aeration Blower motor starters that are fed from each side of the Main Substation. Two (2) 2000 HP Blowers and a 1500 HP Blower are fed from a single feeder from one side of the Main Substation. A single 1500 HP Blower and a single 2000 HP Blower are fed from a single feeder from the other side of the Main Substation. There have been upgrades and additions to the system over the past few years. However, a major portion of the system is over thirty (30) years old, including the feeders.

1.1.2 Project Summary

An upgraded medium voltage power distribution system is to be designed and constructed that will serve the current and future needs of the Easterly WWTP. The Consultant shall provide a design based on their own expertise and sound engineering principles

1.2 PROJECT PERFORMANCE REQUIREMENTS

The information herein summarizes the project performance requirements on which the Consultants can base their proposed technical approach. As discussed in Section 2.0 of this RFP, the Consultants will be encouraged to consider alternate concepts to this project. The District will be evaluating each Consultant team on their approach to the project and any alternate concepts offered. In addition, the District will also consider alternative creative approaches that provide value to the District relative to design, construction, and operational conditions for this critical capital improvement project.

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1.3 AVAILABLE INFORMATION

If the Consultants request to examine any documents not already provided as an exhibit to this RFP, they will be made available at the District’s Administrative Office for examination upon request. To schedule an appointment to examine relevant District documents, contact Mr. Bruce Buchanan by calling 216-881-6600 Ext. 6440 or e-mailing at [email protected].

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2.0 SCOPE OF SERVICES

The scope of work for the Easterly Electrical Infrastructure Improvements project shall consist of, but not be limited to, the tasks as outlined below. Upon completion of the design, the project will be advertised for construction as per Ohio Revised Code (ORC) requirements. The District will not entertain design-build for the completion of this work. The tasks as described are the preferred project organization of the District. The Consultant should base its proposal on the described tasks. CONSULTANT’S RESPONSIBILITIES: The selected consultant shall provide all engineering services necessary to develop and produce a complete detailed design package that will culminate in a bidding package for the Easterly Electrical Infrastructure Improvements project. The Consultant shall work with Engineering & Construction Department and Operation & Maintenance Department personnel who will indicate system needs and assist in achieving the District’s desired scope of work. The Consultant shall carefully consider the input by the District’s staff, but based on the Consultant’s own experience and ability, shall be solely responsible to provide a complete and workable design package in accordance with the requirements of the scope of work. For all project deliverables, the Consultant shall comply with Attachment B, Project Data Standards and Requirements. The Consultant should be familiar with the exhibits discussed in Section 1.0 and included in this RFP. Considerations of alternatives that the Consultant would like to present in the proposal are to be presented as requested in Section 2.2 of this RFP, ALTERNATES TO THE PROJECT. DISTRICT’S RESPONSIBILITIES: The District has provided several documents for the candidates' use in preparing proposals. Any other readily available documents may be examined by making an appointment with Mr. Bruce Buchanan at (216) 881-6600 ext. 6440 or at [email protected]. The District will, at the selected firm’s request, provide any information and material on file that is pertinent to the preparation of the plans and specifications. This may include plan and profile sheets of existing services, standard drawings, specifications, etc. The District will provide information on the requirements and standards for the project including the following:

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1. Standard format and drafting procedures for construction drawings. 2. Standard forms for bid documents: Notices to Bidders, Instructions to Bidders,

General Terms and Conditions, Bid Forms, Agreement Forms, Division 1 Specifications and bond requirements.

3. Formats for specifications and other documents.

4. NEORSD plant automation standards

2.1 SCOPE OF SERVICES FOR PROJECT

The project shall incorporate the following tasks:

• Produce a Basis of Design that is based on the suggested facility upgrades contained within the Easterly Comprehensive Facility Plan. The Basis of Design shall make recommendations on whether or not additional substations are required. The Basis of Design shall also evaluate and make recommendations for spare electrical equipment to be purchased under this construction contract.

• Produce bid documents that will be utilized to install a new sump pump drainage system for the Main Utility vault, west of the Blower Building. Evaluate the existing structure of this vault and produce bid documents to rehabilitate this structure.

• Produce bid documents that will be utilized to replace the Main Substation. The new Main Substation shall include breakers for separate feeds to the Southerly Sludge Pump Substation, the Headworks Substation, the Wet Weather Pump Station Substation, and a new substation for the Return Sludge Building as well as a new Main Substation breaker panel with new batteries and remote racking for safety.

• Produce bid documents that will be utilized to replace the Blower Building

Substation.

• Produce bid documents for the installation of an alternate feeder to the Administration Building.

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• Produce bid documents to upgrade the existing NPW power distribution system. This will include a new 480V MCC with a main-tie-main arrangement and new soft starters for the NPW pumps.

• Produce bid documents to ensure that all electrical switchgear to be installed under this contract are in secured, dedicated areas separate from operating areas of the plant.

• By means of non-destructive testing procedures, evaluate the condition of all 4.16 kV feeders in the system and produce bid documents that will be utilized to replace any feeders that are classified as being defective or suspect.

• Evaluate the HVAC systems for all the existing substation areas. Produce bid documents to modify these systems, if required.

• Evaluate the Lighting systems for all the existing substation areas. Produce bid documents to modify these systems, if required.

• Evaluate the Emergency Lighting systems for all the existing substation areas. Produce bid documents to modify these systems, if required.

• Evaluate surge suppression and power conditioning as options for the entire power distribution system. Include ground fault protection and indication in MCC panels that are fed from other MCC’s, with remote indications to the existing SCADA system.

• Update the existing Short Circuit study and Protective Device Coordination study. The studies shall be completed in ETAP.

• Produce an Arc Flash study, using ETAP software, which will provide labels indicating potential Arc Flash hazards that are to be installed under the Construction contract as well as calculating and indicating Arc Flash boundaries.

• Produce a complete set of updated one-line diagrams for the entire Easterly WWTP electrical distribution system. The one-line diagrams shall be formatted so that they are in a manageable physical size, no larger than a standard ‘D’ size drawing.

• Produce a set of bid documents to procure a spare Variable Frequency Drive for a 400HP Southerly Sludge Pump.

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• Evaluate the existing communications system for the existing Emergency Generator system. Produce bid documents to replace any defective connections, upgrade existing components and provide manuals with all connections, diagnostics and troubleshooting guides, as well as install a back-up communications system.

• Hold monthly meetings with the District’s Engineering and Easterly WWTP staff. Prepare and distribute minutes of meeting.

• Provide bidding assistance including attendance at pre-bid meeting and addendums as required.

• Provide construction administration services including Contract Documents, administration assistance, RPR support, and closeout support.

The scope of work for the Easterly Electrical Infrastructure Improvements Project includes the following tasks.

2.1.1 Task 1: Pre-Design

All Task 1 deliverables shall be submitted in the following formats and quantities:

• 5 hard copies bound and indexed appropriately • 1 indexed PDF electronic copy • 1 original electronic application format copy

2.1.1.1 Task 1A: Project Management Plan

Within 30 days of the Notice-to-Proceed the Consultant shall provide a detailed Project Management Plan that includes critical processes and management activities that ensure compliance with the project design, schedule, and risk and budget requirements. Included in the management plan will be the following items:

• Team integration – discuss the project management team responsibilities, assigning of activities, and integration of the design team to meet project objectives and program standards.

• Budget and schedule management – include description of task tracking

activities and critical path earned value scheduling format and systems. This

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will include the identification of the scheduling system consistent with the program work breakdown structure. Submit monthly cash flow projections, including utilization and cash flow for sub-consultants and SBEs.

• Progress reporting – include project management instructions for

measuring performance and reporting completion status including a look back, look forward and critical issue resolutions.

• QA/QC – description of the project quality assurance and quality control

systems recommended to manage quality related problems and/or owner reviews of design deliverables and bid documents.

• Technical review board (TRB) – include a description of need and

cost/benefit for a TRB for a project of this complexity and magnitude and relative design discipline support to manage critical design decisions.

• SBE subcontracting plan – include the process description for analyzing

subcontracting work opportunities for small businesses once the design elements are defined to a point where these work activities can be defined.

• Cost estimates – include confirmation that Consultant understands the cost

estimating guidelines and identification of software systems and process to develop the estimates.

• Risk management - include a description of the consultant’s risk

management plan considering all project related risks and mitigation measures to alleviate those risks. This should include confirmation that Consultant understands program management risk register requirements and method for developing and maintaining this register as a main design support tool.

• Baseline Schedule – include baseline consulting services schedule, in.pdf

and Primavera P6 compatible format, to demonstrate the CONSULTANT’s understanding of the Agreement requirements and approach for performing the work. The CONSULTANT will prepare the final detailed baseline consulting services schedule based on District comments, if any, and submit to the District no later than the submittal of the first project invoice. The following guidelines shall be adhered to in preparing the baseline schedule, and as described in further detail in the District’s Schedule Guidance Document.

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o The scope shall be subdivided by work breakdown structure (WBS) representing the tasks, subtasks, and activities associated with delivering the work. o The schedule shall accurately describe the major work activities, key milestones, and dependencies/relationships as appropriate to the work. o The schedule should include appropriate meetings, review periods, critical decision points, including third party utility dependencies and reviewing agencies.

2.1.1.2 Task 1B: Preliminary Construction Schedule The Consultant must provide a critical path, cost-loaded schedule that meets the milestone requirements described in Section 4.0 of this RFP.

2.1.1.3 Task 1C: Basis of Design Report

The Consultant shall prepare a Basis of Design Report for the EEII that summarizes the Pre-Design work activities and critical design decisions to support advancement of the project into detailed design. The design parameters for the selected option shall be described in the Basis of Design Report. This document will also support the independent Value Engineering session to be held at the conclusion of the 30% Design subtask.

2.1.1.4 Task 1D: Preliminary Cost Estimate In the Basis of Design report, include a Class 5 estimate in accordance with the Association for the Advancement of Cost Engineering (AACE) International Recommended Practice 18R-97 for each option.

2.1.1.5 Task 1E: Risk Analysis Perform a risk analysis for each alternative. Identify environmental risks, safety risks and economic risks. Identify short-term and long-term risks, including those risks associated with the period proceeding implementation of the alternatives, construction risks,

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and risks following implementation of the alternatives. Describe the consequences and likelihood of occurrence of each identified risk. Identify the means of mitigating the risks as well as the cost of mitigation. The risks and associated likelihood of occurrence as well as impact of occurrence will be summarized in a risk register. The risk register template will be provided by the District.

2.1.2 Task 2: Design

The Consultant shall develop drawings and specifications and integrate the District’s Division 1 and Front End for the EEII project to produce a construction bid document suitable for competitive bidding purposes. The contract drawings will indicate the layout, plans, sections, and details of the rerouted interceptor and all ancillary facilities such as pump stations, manholes, regulators, shafts and other structures.

All specifications shall be prepared with the CSI 2004 format. All drawings shall be prepared using AutoCAD 2006. All construction cost estimates shall be prepared according to the guidelines contained in the AACE International Recommended Practice No. 18R-97 and District Estimate Guidelines. The District will supply Division 1 for the Consultant’s review, revision and use. The District will also provide the Front End Documents for inclusion in the Contract Documents.

Throughout the progress of the design, the geotechnical professionals on the project team shall continue to provide all geotechnical data and interpretation necessary to design the project.

All Task 2 deliverables shall be submitted in the following formats and quantities:

• 10 hard copies bound and indexed appropriately • 1 indexed PDF electronic copy • 1 original electronic application format copy

2.1.2.1 Task 2A: 30% Design

The 30% percent design submittal will serve as the initial layout for review of the EEII project to be advanced into further design levels. At this stage, the design shall incorporate major design concepts and shall be reflective of decisions made to date.

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The 30% submittal shall include, at a minimum, the following:

• Drawings including title sheet, drawing index, plan and section/profile drawings, flow diagrams, site plans, and other conceptual information using the District’s sheet format and numbering system.

• Preliminary technical specifications of major equipment • Revised basis of design • Revised risk register • Quality assurance report • Construction cost estimate • SBE analysis • Value engineering services and report, including technical response by the

Consulting recommending acceptance or rejection • Design review meeting

2.1.2.1.1 Quality Assurance/Quality Control Report

The Consultant shall issue a QA/QC Report that includes the following:

• Summary of Consultant’s internal design review comments, proposed responses and review staff documented on a review template provided by the District.

• Explanation of significant differences that may exist between the pre-design basis of design report and the 30% basis of design report.

2.1.2.1.2 Construction Cost Estimate

The Consultant shall issue along with the 30% design submittal an AACE class 3 construction cost estimate. Three copies and one PDF electronic copy shall be submitted to the District’s Project Manager.

2.1.2.1.3 SBE Analysis

In concert with the development of the construction cost estimate, Consultant shall analyze areas where Small Business Enterprise contractors certified with the District can be utilized and recommend a SBE percentage goal for the construction project. A suggested template will be provided by the District for the Consultant’s use.

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2.1.2.1.4 Value Engineering Services

The VE Study will be conducted when the design of the EEII is approximately 30% complete but prior to the 30% Design Review Meeting. A summary of the information discussed in the VE meeting shall be presented in the 30% Design Review Meeting.

A firm that specializes in VE studies will conduct the VE Study. It is the responsibility of the Consultant to submit appropriate VE team members to the District for review and to schedule the VE meeting. The VE firm and team members will then be jointly selected by the Consultant and the District.

A specific allowance, to be negotiated during contract negotiations, will be included in Task 2A for the VE Consultant services, the Consultant’s response services, and the Consultant’s drawing revision services suggested by the VE Study and authorized by the District. The allowance funds contained in Task 2A will only be used with the written authorization of the Director of Engineering and Construction. The District will negotiate the actual scope of work and cost requirements for these services, on an as required basis. 2.1.2.1.5 Design Review Meeting The Consultant shall organize and lead a District attended 30% Design Review Meeting to explain their design as necessary and to receive and discuss comments regarding the design. The Consultant’s Project Manager and key lead staff representing the various disciplines shall be in attendance for the review.

All documents that comprise the 30% submittal shall be delivered to the District 10 working days in advance of the meeting. The Consultant shall submit an agenda containing critical issues for discussion three days prior to the meeting and shall prepare and submit meeting minutes to the District’s Project Manager within four days after the meeting. The District shall provide written review comments on a District template. The Consultant shall record District comments made at the meeting and enter them into the review template provided by the District. Within 10 working days of the review meeting the Consultant shall respond to the District comments contained on the review template, and the review template shall be submitted to the District Project Manager.

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The Consultant’s QA/QC review staff shall be available by phone to answer any questions regarding their review.

2.1.2.2 Task 2B: 60% Design

The 60% design submittal will serve as a detailed presentation of the design configurations and parameters established in the Pre-Design and 30% Design Tasks.


• Drawings including title sheet, drawing index, plan and section/profile drawings, flow diagrams, site plans, and other conceptual information using the District’s sheet format and numbering system.

• Draft specifications for all equipment and major work items • Revised basis of design • Revised risk register • Quality assurance report • Construction cost estimate • Revised SBE analysis • Summary of VE recommendations incorporated by the Consultant into

the contract documents • Design review meeting 2.1.2.2.1 Quality Assurance/Quality Control Report

The Consultant shall issue a revised QA/QC Report that includes:


• Summary of the Consultant’s constructability review including inter and intra discipline coordination review

• Explanation of significant differences that may exist between the 30% basis of design report and the 60% basis of design report.


The Consultant shall issue along with the 60% design submittal an AACE class 2 construction cost estimate.

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2.1.2.2.3 Evaluation of Small Business Enterprise Utilization

The Consultant shall prepare detailed analysis of areas where Small Business Enterprise contractors certified with the District can be utilized. Ten copies and one electronic copy of the analysis shall be transmitted to the District’s Project Manager. 2.1.2.2.4 Design Review Meeting

The Consultant shall organize and lead a District attended 60% Design Review Meeting to explain their design as necessary and to receive and discuss comments regarding the design. The Consultant’s Project Manager and key lead staff representing the various disciplines shall be in attendance for the review. All documents that comprise the 60% submittal shall be delivered to the District 10 working days in advance of the meeting. The Consultant shall submit an agenda containing critical issues for discussion three days prior to the meeting and shall prepare and submit meeting minutes to the District’s Project Manager within four days after the meeting. The District shall provide written review comments on a District template. The Consultant shall record District comments made at the meeting and enter them into the review template provided by the District. Within 10 working days of the review meeting the Consultant shall respond to the District comments contained on the review template, and the review template shall be submitted to the District Project Manager. The Consultant’s QA/QC review staff shall be available by phone to answer any questions regarding their review.

2.1.2.3 Task 2C: 90% Design

The 90% percent design submittal will serve as the pre-final design submittal that details all aspects of the project decided during the previous submittal reviews and monthly meetings.


• All drawings checked for interdisciplinary coordination.

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• Cross checked bid sheets, Division 1 and other front end documents coordinated with the bid package

• All technical specifications • Revised basis of design • Revised risk register • Quality assurance report • Construction cost estimate • Revised SBE analysis • Design review meeting 2.1.2.3.1 Quality Assurance/Quality Control Report

The Consultant shall issue a revised QA/QC Report that includes:


• Summary of the Consultant’s final constructability review including inter and intra discipline coordination review

• Summary of Front end, Division 1 and technical specification coordination review.

• Explanation of significant differences that may exist between the 60% design basis of design report and the 90% basis of design report.


The Consultant shall issue along with the 90% design submittal an AACE class 2 construction cost estimate.

2.1.2.3.3 Design Review Meeting

The Consultant shall organize and lead a District attended 90% Design Review Meeting to explain their design as necessary and to receive and discuss comments regarding the design. The Consultant’s Project Manager and key lead staff representing the various disciplines shall be in attendance for the review. All documents that comprise the 90% submittal shall be delivered to the District 10 working days in advance of the meeting. The Consultant shall submit an agenda containing critical issues for discussion three days prior

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to the meeting and shall prepare and submit meeting minutes to the District’s Project Manager within four days after the meeting. The District shall provide written review comments on a District template. The Consultant shall record District comments made at the meeting and enter them into the review template provided by the District. Within 10 working days of the review meeting the Consultant shall respond to the District comments contained on the review template, and the review template shall be submitted to the District Project Manager. The Consultant’s QA/QC review staff shall be available by phone to answer any questions regarding their review.

2.1.2.4 Task 2D: Final Design

The final design will be represented in the documents to be used for bidding purposes. This includes final drawings, specifications, cost estimates, and project schedules. The following provides more details relative to the final design submission requirements.

The Final design submittal will incorporate all corrections and shall be complete and suitable for bid purposes. It is not expected that a final design review meeting will be held. If a final design review meeting is required due to significant 90% detailed design delivery issues caused by Consultant, a final design review meeting will be held. Consultant shall prepare agenda, meeting minutes and attend the meeting and revise the drawings and specifications as necessary based on the outcome of the final review meeting as part of the base scope of services.

It is the Consultant’s responsibility to document that all previous comments have been addressed and that the Consultant provided and documented that suitable inter and intra discipline reviews were completed.

The Final design submittal shall include, at a minimum, the following:

• All drawings checked for interdisciplinary coordination. • All technical specifications • Final basis of design • Revised risk register • Final design quality assurance report • Final construction cost estimate • Final SBE analysis and recommendation for SBE participation

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• Design review meeting (if necessary) • Bidding documents

2.1.2.4.1 Quality Assurance/Quality Control Report

The Consultant shall issue the final design QA/QC Report that includes the following:


• Summary of the Consultant’s final constructability review including inter discipline coordination review

• Summary of Front end, Division 1 and technical specification coordination review.

• Explanation of significant differences that may exist between the 90% design basis of design report and the final basis of design report.


The Consultant shall issue along with the final design submittal an AACE class 2 construction cost estimate.

2.1.3 Task 3: Bidding

The Consultant shall provide Contract Documents for bidding purposes and for distribution by the District to interested parties including the District’s staff. The Consultant shall provide up to 60 bid sets (front end documents, specifications, bid booklet, full size drawings, half size drawings, and any other supplemental documents).

2.1.3.1 Task 3A: Pre-Bid Meeting

• The Consultant shall assist the District’s Project Manager in developing an agenda and presentation for the Pre-Bid Meeting.

• The Consultant shall attend and participate in the Pre-Bid Meeting.

• The Consultant shall assist in preparing minutes of the Pre-Bid Meeting, which will be included in the first addendum.

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2.1.3.2 Task 3B: Addenda

• The Consultant shall assist the District’s Project Manager in the preparation and issuance of addenda during the EEII bid phase.

2.1.3.3 Task 3C: Bid Evaluation & Recommendation

• The Consultant shall assist the District’s Project Manager in analyzing bids and provide a letter of recommendation for award of the construction contract.

2.1.4 Task 4: Construction

2.1.4.1 Task 4A: Contract Administration Services

The Consultant shall provide Contract Administration Services to the District’s Project Manager and Construction Supervisor during the duration of the construction of EEII. The scope of services shall include but is not limited to the following:

• Prepare conformed set of contract documents (addenda posted). Provide 10 sets each to the District and Contractor (5 full size and 5 half size sets).

• Participate in a Pre-Construction Meeting.

• Maintain project files of approved submittals.

• As requested by the District, review detailed construction shop drawings and other information submitted by the Contractor for compliance with the design concept and the requirements of the Contract Documents. Such data shall be recommended for approval, returned for revision, rejected, or distributed for information. Assume 50 shop drawings.

• As requested by the District, assist in liaison with Contractor when construction work affects plant operations or other on-site work.

• As requested by the District, attend monthly formal progress meetings, weekly project status meetings, and other on-site coordination conferences.

• As requested by the District, assist with monthly reports, if any, as to project status or progress.

• Provide interpretation of Contract Documents when requested by the District.

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• As requested by the District, prepare responses to Requests for Information (RFIs). Assume 50 RFIs.

• As requested by the District, consider and evaluate the Contractor’s suggestions for modifications to the Contract Documents and report recommendations to the Construction Supervisor. Assume 10 suggestions for modifications.

• As requested by the District, review Contractor’s as-built red line drawings for accuracy and completeness. Compile record drawings from reviewed set in hard copy/electronic format.

• As requested by the District, assist in the preparation of and administration of change orders and claims. Assume 10 change orders and 10 claims.

2.1.4.2 Task 4B: Resident Project Representative Support Services

The Consultant shall provide Resident Project Representative Assistance to the District’s Construction Supervisor during the duration of the construction of EEII. The level of service will be 24 hrs per month. The scope of services shall include, but is not limited to, the following:

• Advise the Construction Supervisor immediately if it is determined that any work requiring shop drawing or sample submission is commenced and the shop drawing has not been approved.

• During intermittent on-site visits, review the progress and the quality of the construction work for general conformance to the Contract Documents, and consult with the Construction Supervision regarding such observations.

• Prepare written site visit reports and provide a copy to the Construction Supervisor.

• Report to the Construction Supervisor whenever the consultant believes that any work may be unsatisfactory, faulty, defective, does not conform to the Contract Documents, has been damaged, or does not meet the requirements of any inspections, tests or approvals required to be made.

• Advise the Construction Supervisor when the consultant believes work should be corrected or rejected or uncovered for special testing, inspection or approval.

• Advise the Construction Supervisor in determining that tests, equipment and startups are conducted as required.

• Assist the Construction Supervisor in determining field obstructions and expedite modifications to Contract Documents to reflect field conditions.

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• Assist with the final inspection by design staff and Construction supervisor.

• Maintain a redline set of drawings to be used in preparation of the record drawings.

• When requested, assist the construction supervisor in review of periodic pay requests submitted by Contractor.

Protocol:

• One point of contact from the Consultant should be designated for the Resident Project Representative Support Services. A secondary point of contact can be designated in the event that the first point of contact cannot be reached with a critical field question. All communications should be routed to the designated Consultant contact.

• No more than two members of the Consultant design team are typically needed for progress meetings unless there is a specific need as determined by the District.

• Generally, Consultant’s communication with the Contractor shall be through the District. The construction contract does not recognize the Consultant as having any authority to approve, reject or direct any of the Work.

• The Consultant’s representatives shall not answer any questions or provide direction to the Contractor while on site. The Contractor should be directed to forward those questions to the District’s Construction Supervisor.

• The Consultant is not authorized to direct the Contractor or District’s Construction Inspection Staff, unless in the event of an emergency and the District’s Construction Supervisor cannot be reached.

• If a decision must be made on a less critical issue, the order of contact is the District’s Construction Supervisor and then the District’s Project Manager.

• It is imperative that the District’s Construction Supervisor be kept informed of all observations made on site, and be the first one that is informed.

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2.1.5 Task 5: Closeout

• Review Contractor’s as-built red line drawings for accuracy and completeness. Compile record drawings from reviewed set in hard copy and electronic format. See Attachment B: Project Data Standards & Requirements for specific requirements.

• Review Contractors’/Vendors’ O&M training outlines and materials and recommend changes as needed.

• Provide System Operations & Maintenance Manuals and associated training for the District staff. The O&M Manual shall address, but not be limited to, safety aspects during operation, maintenance, and cleaning; suggested sequence of operation; operational strategies of sewers, regulators, manholes, and connection structures; truck placement; loading operations; odor control provisions; and solids management. Ten hard copies and one electronic copy (PDF Format) shall be provided in accordance with Attachment B.

• Assist with the final inspection by design staff and Construction Supervisor.

• Conduct a final performance certification including preparing a video inspection one year after project completion.

2.1.6 Task 6: Additional Services (Allowances)

The District may require additional services from the Consultant for items not specifically included in the aforementioned Tasks. These services may consist of, but not be limited to, additional investigative and/or design services. It is the District’s intent to determine the appropriate amount for Task 6, Additional Services, during negotiations with the selected consultant.

The funds contained within this task will only be used with the written authorization of the Director of Engineering and Construction. The District will negotiate the actual scope of work and cost requirements for the additional work with the Consultants, on an as required basis.

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2.1.7 Project Management

The following project management items are being included in the scope of work for this project:

2.1.7.1 Monthly Project Summary Report

The Consultant’s project manager shall prepare a monthly project summary report within 7 working days of the close of the billing month. The monthly report shall include the following items (items that are required as part of the standard invoice need not be duplicated for the monthly reports):

• A listing of work performed during the month and a listing of anticipated work during the next two months. Information shall be broken down by Tasks.

• Consultant person-hours utilized to date, along with total person-hours allocated. This shall be done for each Task.

• Sub-consultants, including SBE, person-hours utilized to date, along with total person-hours allocated for each Task and Subtask. (The person-hours shall be broken out separately for each of the Sub-consultants)

• Consultant’s Direct Labor, Indirect Costs, Other Direct Costs and Profit expended to date, along with the negotiated Direct Labor, Indirect Costs, Other Direct Costs and Profit for each Task and Subtask, along with current balances.

• The percentage of Direct Labor on which local taxes have been paid to member communities.

• Sub-consultants’, including SBE, costs expended to date, along with the negotiated amounts for each of the subs, and current balances, by Task.

• An updated, cost-loaded CPM schedule in .pdf and Primavera P6 compatible format. With the schedule include a concise schedule narrative that highlights changes in critical path, anticipated schedule changes, potential delays, opportunities to expedite, coordination issues, and other schedule related issues. If the work accomplished falls behind that scheduled due to factors within the CONSULTANT’s control, the CONSULTANT shall take such action as necessary to improve the progress of the Work. In addition, the CITY may require the CONSULTANT to submit a revised schedule demonstrating the proposed plan to make up the delay in schedule progress and to ensure completion of the Work within the allotted Agreement time.

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Invoices for the period covered in the report, will not be paid until the monthly report is delivered to and approved by the District.

2.1.7.2 Project Meetings

The Consultant’s Project Manager shall meet, in person, with select District personnel monthly to review the progress of this project and to discuss any outstanding issues and potential problems. These meetings should include identification of work performed last period, work to be completed next period, critical action item status, and responsible parties to complete actions. Budget or schedule problems shall be identified and corrective actions noted.

The Consultant shall prepare and deliver an agenda, revised action items table and revised risk register 3 working days in advance of the meeting and shall prepare and deliver meeting minutes for review within 3 working days of the meeting. All draft submittals shall be in Word or Excel, and all final submittals shall be in PDF and delivered to the project manager.

It is also recommended that the Consultant’s and the District’s Project Manager hold telephone discussions as frequently as needed.

The Consultant shall also make personnel available for meetings with the regulators to answer questions pertaining to design elements of the project. The District will take the lead in organizing, planning and conducting any meetings with the regulators.

2.1.7.3 Monthly Invoices

The Consultant shall submit to the District monthly invoices detailing costs incurred in conjunction with this project. Each invoice shall cover a period of one calendar month (or a four-week time period) and shall be submitted to the District within 21 days of the close of the monthly billing cycle. Invoices submitted after this date shall be processed on the next monthly invoice review period.

Prior to the start of this project, the Consultant’s Project Manager shall meet with District personnel to review the District’s invoicing requirements and format.

In the event that work is not progressing in a manner which is satisfactory to the District, monthly progress payments may be reduced.

The recommended Project Management hours should be included in each of the specific tasks previously mentioned.

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2.2 ALTERNATES TO THE PROJECT

The Consultant is encouraged to consider alternative approaches to the Project that provide benefit to the District. The Project described in Section 2.0 should be evaluated for project enhancements relative to the Electrical Infrastructure of the Easterly WWTP.

2.3 TRANSFER OF RECORDS

It is the intent of the District that the work effort be conducted in a manner that maximizes the District’s flexibility regarding follow-up studies or design related efforts and other District projects. Software and software programs that would be necessary to achieve this shall be made available to the District. Utilization of proprietary software which cannot be made available to the District at the end of this project will not be allowed.

All records (project reports, meeting notes, data files, project data, original tracings, maps, field sketches, lab reports, flow data, design calculations, graphic originals, electronic files, etc.) generated shall be the property of the District and shall be turned over to the District upon completion or as directed.

All deliverables shall be required to be delivered to the District in hardcopy and electronic (original software and PDF) format. Depending on the size of the electronic deliverables, the consultant may be required to provide and utilize portable hard drive(s) for delivery.

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3.0 PROPOSAL CONTENT AND FORMAT

Each Consultant shall submit one original and seven (7) copies of the qualifications and technical proposal. All material submitted shall have a font size equivalent to Times New Roman 12 pt or larger. Proposals shall be no more than 75 printed pages and be printed on double-sided recycled paper. The page count includes all submitted information except as indicated otherwise in this section. The page count includes project team résumés. Pages that are 11”x17” shall be counted as two pages. The following information shall be included in the technical proposal:

3.1 EXECUTIVE SUMMARY (Up to 15 pages)

3.2 QUALIFICATIONS (Up to 25 pages)

Because of the critical nature of the work described within this Request for Proposals, the District intends to obtain services from highly experienced and qualified firms. The firms must be able to staff this project with qualified individuals who shall remain committed to this work from inception through completion.

The Consultant shall describe the availability and the commitment of resources for this project. A discussion of the commitment and availability of key project personnel (Project Manager and designated task leaders) shall also be included.

It is expected that the Consultant will honor their proposed project staffing in that all proposed individuals shall be assigned to the project. Substitutions will not be made or allowed for the convenience of the Consultant. In the event a proposed individual becomes unavailable the firm must propose in writing a substitution. The District reserves the right to accept or reject any and all proposed substitutions.

The Consultant must demonstrate within their statement of qualifications that they have staff available to assume the responsibilities of the proposed project manager, proposed key design engineers, proposed construction administrator, and proposed resident representative in the event that the proposed individuals become unavailable.

3.2.1 Individual Team Member Qualifications

Submit the following information for key team members:

• The résumé and office location of the proposed Project Manager and his or her proposed time commitment to the project. The District reserves the right

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to approve the proposed Project Manager, and if that individual leaves the firm during the project, to subsequently approve his or her replacement.

• Résumés of key staff members and/or sub-consultants proposed to work on the project as well as the guaranteed back-up personnel. The roles proposed for each sub-consultant as well as their qualifications in that area shall also be identified in the proposal.

The District fully expects that personnel included in the proposal will be assigned to the project. Any personnel added to the project team or changes of personnel in significant roles shall be subject to advance approval by the District.

The individuals proposed by the Consultant for the management, options evaluation, design, contract administration, and resident representative services must meet all the requirements as outlined within this RFP or their submission shall be eliminated from consideration without any further consideration. The Consultant shall provide a list of projects where key staff members have functioned in their proposed roles. The information for these projects shall include, at a minimum, the following: project description, key staff member’s role, client, client contact, construction cost, and year completed. This information shall be provided for the following key positions:

3.2.1.1 Proposed Project Manager

The Consultant’s proposed project manager must be experienced in multi-disciplined projects of the magnitude and complexity of this project. The Consultant’s proposed project manager must have within the last five years managed a project that included medium voltage substation replacement and covering a range of disciplines identified in Paragraph 3.2.1.2 below. It is expected that the Consultant’s proposed project manager will manage the team within its local Cleveland office and be available for frequent personal interaction with the District project management team. The project manager must meet the following requirements:

Must be a registered professional engineer in the State of Ohio at the time or within 12 months of contract award and throughout the contract duration

Must have had a key role in a minimum of five (5) engineering projects in the last eight (8) years

Must have managed a minimum of two (2) medium voltage substation projects in the last 5 years

o At least one (1) of the two projects must have included an alternatives analysis

o At least one of the projects must have involved subcontracts.

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3.2.1.2 Proposed Key Discipline Leads

The Consultant’s proposed key design discipline leads must be experienced in multi-disciplined projects of the magnitude and complexity of this project. The Consultant’s proposed discipline leads must also have, within the last five years, led tasks within their area of expertise.

The following design lead capabilities must be demonstrated in the Consultant’s response to the RFP:

• Structural • Mechanical • Electrical • Instrumentation and control • Architectural

The Consultant’s proposed key design task leads must be also be Registered Professional Engineers in the State of Ohio at the time or within 12 months of the Award of Contract and must maintain said registration throughout the duration of the contract period.

The Consultant’s proposed key design engineers must demonstrate having performed a key role within the last five years on a minimum of two projects with similar scope and nature to this project for their areas of expertise.

3.2.1.3 Proposed Construction Administrator

The Consultant’s proposed construction administrator must be experienced in providing the type of services listed for Task 4A on projects similar to this project. The Consultant’s proposed construction administrator must have within the last five years administered a project of this size and complexity. The Consultant shall provide a description of the recent (within last five years) projects completed by the construction administrator.

The Consultant’s proposed construction administrator must be a Registered Professional Engineer in the State of Ohio at the time or within 12 months of the Award of Contract and must maintain said registration throughout the duration of the contract period.

3.2.1.4 Proposed Resident Project Representative

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The Consultant’s proposed resident project representative must be experienced in providing the type of services listed for Task 4B for projects similar to this project. The Consultant shall provide a description of the recent (within last five years) projects completed by the resident project representative

The Consultant’s proposed resident project representative must be a Registered Professional Engineer in the State of Ohio at the time or within 12 months of the Award of Contract and must maintain said registration throughout the duration of the contract period.

3.2.2 Consultant Team Qualifications

The Consultant Team proposing on this work must meet all the requirements as outlined within this request for proposal or its submission shall be eliminated from consideration.

The Prime Consultant must be experienced in the design of medium voltage substation replacements of similar magnitude to this project. The Consultant Team must demonstrate experience in the following disciplines:

• Substation design experience • Experience with non-destructive cable testing procedures • Alternatives development for surge suppression and power conditioning • Experience in developing Arc Flash, Short Circuit and Coordination Studies • Scheduling • Cost estimating

Provide a statement of the Consultant Team’s qualifications, including a description of three (3) of the most recent projects/programs/efforts that included similar scope of work for the Prime Consultant and relevant sub-consultants. The following information shall be included for each project:

• Project title • Firm name • Role of firm • Proposed team members involved • Project description • Client name • Client contact (address, phone, e-mail) • Year completed

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• Total design fee($) • Construction management fee ($) • Change Orders ($) • Engineers estimate at bid ($) • Bid award ($) • Construction cost at time of completion ($)

The Prime Consultant shall provide a description of three (3) design projects completed in the last ten years.

• The Prime Consultant must have managed the design and construction within the last ten years a minimum of three projects of a similar complexity and magnitude.

• In addition to the three projects identified, the Prime Consultant shall submit a bid history for all projects designed by consultant and bid in Northeast Ohio in the last 24 months. This list shall be submitted in tabular form showing the project description, client contact information, engineer’s estimate, bid award amount, percent difference, and whether there was a re-bid required. Please provide an explanation for any projects that were re-bid or had bid awards that varied from the engineers estimate by more than 10%.

3.3 TECHNICAL APPROACH (Up to 20 pages)

The Consultant shall include in the proposal a technical approach section that covers the task descriptions for the Project discussed in Section 2.0 of this RFP. The Consultant shall also include discussion of potential alternate approaches to the Project within a separate sub-section of the technical approach section. This will facilitate the review of the Consultant’s ability to deliver the Project for comparative purposes as well as provide a means for the Consultant to identify alternatives to the Project for the District to consider in the evaluation of the proposals. The following is an outline to present the technical approach consistent with the detailed descriptions of the project scope presented in Section 2.0 of this RFP. 3.3.1 Technical Approach for Project

a. Pre-design

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b. Design c. Bidding d. Construction e. Closeout f. Additional Services

3.3.2 Alternative Approaches to the Project

Include the following alternative approaches if applicable: a. Value Engineering b. Other Creative Ideas

3.4 LOCAL PARTICIPATION (Up to 5 pages)

A summary of the proposed percentage of the work to be performed by personnel and/or firms located within the District service area shall be presented by the Consultant. The proposal shall outline the portions of the project that will be performed by personnel and/or firms within a District service area community. The District’s goal for local participation for this project is 60%. Specify the locations of the office(s) where the various project services are to be performed. The level of staffing dedicated to a local office shall be clearly stated.

3.5 SBE PARTICIPATION (Up to 5 pages)

The Consultant shall provide a summary of the proposed percentage of Small Business Enterprises (SBE) participation in the project. The District’s goal for SBE participation is 20% for the EEII consultant services. The scope of SBE participation shall be based upon Tasks 1 through 5, while the percentage shall be calculated upon the entire project (Tasks 1 through 6). The proposal shall include a statement indicating the following:

• Portions of the project to be assigned to SBE businesses in a responsible role;

• Other portions of the project that will involve contribution by SBE firms;

• Statement of the overall percentage of SBE involvement; and

• Principal contact information for each SBE firm.

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The SBE firms proposed as part of this project team shall be certified with the District at the time of proposal. Questions regarding the District’s SBE program shall be addressed to Ms. Tiffany Jordan, the District’s Contract Compliance Manager, at (216) 881-6600, Ext. 6640. A copy of the District’s SBE policy is included as Attachment C.

3.6 SCHEDULE (Up to 5 pages)

The Consultant shall include a description of its critical path logic in delivering this project on time and within the budget identified in the proposal. The Consultant shall include a critical path schedule in this section and include the methodology for maintaining and updating the schedule as this project progresses. This schedule shall form the basis of the cost-loaded baseline project schedule to be delivered by the successful Consultant. The schedule provided must comply with the schedule requirements described in Section 4.0 of this RFP.

3.7 TASK & HOURS (Not included in the Page Count)

Task and Hour Summary Forms (Attachment E) shall be completed for each Task outlined in Section 2.0 of this RFP. An electronic file spreadsheet in Excel format of the Task and Hour Summary Forms accompanies the RFP for the Consultants to use in their proposals. An electronic file in Excel format of the Task and Hour Summary Forms completed by the Candidates shall be submitted with the proposal. Candidates shall break the project down by the top-level tasks (e.g., Pre-design, Design, Bidding, Construction, Closeout, and Additional Services) identified in the Scope of Work. The Task and Hour Summary Form for Task 4 shall indicate the breakdown of hours between Subtasks 4A and 4B. The Consultant shall be required to develop a preliminary index of required drawings and submit this index with the proposal. In addition, the Consultant shall convert non-hourly expenses such as drilling services to equivalent hours by dividing the cost for such services by an equivalent hourly cost of $65.00/hr. The total of the hours for all tasks shall reflect the total estimated effort needed to perform the entire project as outlined in the RFP. Hours in all tasks shall be identified by labor category for each activity.

As described above, the Consultant will need to propose hours for the Project scope identified in Section 2 for the purposes of comparing all proposals in a consistent manner. The Consultant shall also identify relative impacts to effort for any alternatives identified in the proposal as described in Section 2.0.

All proposed sub-consultants shall also have Task and Hour Summary Forms in the proposal. The District will use these forms to assist in evaluation of the

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proposals. The District reserves the right to request additional Task and Hour Information. A prompt response of one (1) working day shall be adhered to in these requests. Consultants may prepare their own task and hour forms as long as all information requested by the Attachment E form is included.

DO NOT INCLUDE ATTACHMENT F WITH THE PROPOSAL. Costs and fees will be negotiated with the successful consultant following selection.

3.8 STATEMENTS (Not Included in the Page Count)

The Consultant shall include a statement indicating that the Consultant has examined background reports and data and agrees to acquire the additional information needed to perform all aspects of the work as outlined in this Request for Proposal.

The Consultant shall include a statement confirming that no personal or organizational conflicts of interest are known to exist.

3.9 CERTIFICATION FORMS (Not Included in the Page Count)

The Consultant shall provide in this section of the proposal a notarized copy of the District’s Bidder’s Equal Opportunity Report. The Consultant shall provide in this section a completed and signed copy of the District’s Non-Disclosure Agreement, included as Attachment G.

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4.0 PROJECT SCHEDULE

The selected consultant shall adhere to the following schedule:

• Begin work immediately upon authorization to proceed. • As required in the Project Management Plan, within three (3) weeks of

receiving authorization to proceed, submit to the District a cost loaded P6 schedule showing critical milestones, intermediate tasks, and the completion dates for the final designs. A preliminary schedule showing general tasks and anticipated dates shall be submitted with the technical proposal.

The milestone dates associated with the evaluation, design and construction of the project are as follows:

Task/Sub-task Months after Consultant NTP Basis of Design Report 2 Design Complete 12 Advertisement for Bids 13 Construction NTP 16 Construction Complete 30

The Consultant’s project schedule must comply with these milestone dates for the Project Scope. Revisions to the milestone dates will be considered with respect to alternatives proposed by the Consultant and accepted by the District. In the event that final plans and specifications are not completed and submitted in accordance with the previously mentioned schedule, the District may withhold payment until such plans and specifications are completed.

In submitting a proposal, the candidate thereby acknowledges and accepts that delays resulting from the District’s review and approval process will not be grounds for an increase in compensation or an overrun in costs. Also, in submitting a proposal, the candidate acknowledges that the District shall not be held responsible for delays caused by errors, omissions or ambiguities on the part of the consultant in any submission.

Damages due to failure of the District to maintain a reasonable review schedule will not be assessed against the consultant. However, the consultant is responsible for delays due to errors, omissions and ambiguities in materials submitted.

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5.0 EVALUATION AND SELECTION PROCESS

Once all Qualifications and Technical proposals have been received, the following steps will be followed to select the Consultant: 1. The written Qualifications and Technical Proposals will be evaluated and scored by a

District Selection Committee utilizing the following criteria:

Written Qualifications (40% of Total Score) • Project Team – 10 points • Proposed Project Manager – 5 points • Experience and previous performance of proposed team and staff on similar

projects – 10 points • Clarity and organization of proposal – 10 points • Local Participation and SBE Participation – 5 points

Written Technical Approach (40% of Total Score) • Project Understanding – 10 points • Proposed methods to accomplish scope of work, alternative approaches (see

Part 2.0.B of this RFP), and risk management – 25 points • Ability to meet proposed schedule – 5 points

2. Upon completion of the scoring and ranking of the written submittals, the District may select up to three (3) of the top ranked firms to deliver a presentation and provide further clarification of their approach. The District may prepare and submit a list of questions to each of the short-listed firms to address during their interview.

The District may allot up to 90-minutes for the presentation and interview, including a 30-minute question and answer period. Key project personnel will be expected to take the lead in presenting and answering questions regarding the technical proposal. Upon completion of the presentations, the District selection committee will score each firm according to the following criteria:

Presentation and Interview (20% of Total Score) • Quality and clarity of presentation – 5 points • Project Manager’s ability to communicate project understanding – 10 points • Adequacy of Response to District Questions – 5 points

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3. The scores for the Presentation and Interview will be combined with the scores from the evaluation of the written submittals to determine the overall ranking of the short-listed firms.

4. The District will enter into negotiations with the highest ranked firm to develop a final and mutually agreed-upon scope and price. The District will require that the fee (profit) include a base fee of 10% and a fee at risk of 5% based on successfully meeting key performance indicators (KPIs). These KPIs would be mutually agreed upon as part of the negotiations and may include, but not be limited to, meeting schedule requirements, designing to budget, preparing final engineer’s estimates within 10% of the bid award amount, achieving acceptable response times, etc. If agreement cannot be reached with the highest ranked firm, the District may initiate negotiations with the next highest ranked firm.

5. Upon reaching agreement on the scope and total not-to-exceed price for the project, the Selection Committee will make a recommendation to award to the District’s Consultant Review Committee (CRC) for review.

6. Upon approval by CRC, District Staff will report to the Board of Trustees and make a recommendation to enter into a contract based on the outcome of the negotiations.

7. The selected consultant cannot commence work on any aspects of the project prior to

the Board approval and subsequent execution of the District’s standard contract.

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6.0 SUBMISSION OF PROPOSALS

One original and seven (7) copies of the technical proposals are to be delivered to the following names and address:

Julius Ciaccia, Executive Director Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, Ohio 44115-2504 Attn.: Kellie Rotunno, Director of Engineering & Construction

Deadline for submission of proposals is 4:30 P.M., August 6, 2010.

Late submittals will not be considered.

All questions regarding this RFP shall be directed to Mr. Bruce Buchanan.

END OF RFP

ATTACHMENTS TO FOLLOW