City of Caledonia issued the following announcement on Dec. 18.
I. Introduction
The City of Caledonia, Minnesota is requesting engineering and architectural services for the design, bidding, and construction of proposed Well House No. 8.
Proposed Well No. 8 is currently in the design phase with an anticipated bid date in February 2020. The well will be constructed during the summer of 2020. The well is anticipated to be finished in the Wonewoc Sandstone Formation with a pumping capacity of approximately 600 to 800 gallons per minute. The project is being funded by the Drinking Water Revolving Loan Fund that is administered by the Public Facilities Authority (PFA).
The well house project (“Project”) shall be designed during late summer and fall 2020 after the pumping capacity, aquifer data, and water quality has been confirmed during the well construction project. The well house project shall bid in January or February 2021, and the well house construction and start-up shall be completed by November 30, 2021. It is anticipated that the well house project will also be funded by PFA.
The consultant is requested to submit a proposal to provide all needed surveys; civil, structural, process, mechanical, and electrical engineering; landscape and architectural design; instrumentation services; permit preparation; and construction inspection and administration services required to design, bid, and construct Well House No. 8.
II. Goals and Objectives
The Project shall provide the City of Caledonia with a new municipal well house that is capable of supplying the City with additional needed capacity to meet growth and provide system redundancy. The well house and associated utilities shall comply with all Minnesota Department of Health (MDH), Minnesota Pollution Control Agency (MPCA), and building code requirements and include a main pump room, electrical room, gas chlorine room, and fluoride room.
The well house architecture is undecided at this time but may include a block and brick masonry double wythe wall construction and either a metal or shingled pitched roof or a flat built-up roof system. The exterior architecture could also consist of a combination of block masonry and cementitious siding. The architectural and structural plans shall include access to the roof skylight for future well pump maintenance.
The mechanical systems shall include internal heating and cooling systems that are designed for each room environment and chemicals stored. The building floor drains shall discharge either to the City’s existing sanitary sewer collection system or an on-site seepage pit as decided by the City.
The electrical systems shall include lighting, interior electrical switchgear and a variable frequency drive (VFD), receptacles, an on-site stationary generator with a separate enclosure (not stored inside well house), instrumentation and control with radio telemetry, and all required electrical for the chemical feed systems and related process and mechanical components.
The site work shall include a driveway, sidewalks around the building, site grading, and seed or sod turf.
III. Project Scope
A. Design Phase
1. Attend one design kick-off meeting with City Staff
2. Prepare site survey including all ground elevations and existing conditions.
3. Coordinate soil borings and a geotechnical report with a geotechnical engineering firm hired by the City (City to pay for soil borings and geotechnical report).
4. Prepare and submit preliminary plans of Well House No. 8 to the City for review. Plans will include civil, architectural, structural, process, mechanical and electrical plan sheets.
Site plan to include grading, surface drainage, public and private utilities, access, survey controls, water distribution system connections, and erosion control.
Structural plan including access to the roof skylight for future maintenance
Process plans including pumping, piping and chemical feed for treatment of the water. The City currently feeds gas chlorine and fluoride at its other well houses.
Mechanical plans including plumbing and HVAC plans.
Electrical plans including lighting, interior electrical switchgear and a variable frequency drive (VFD), receptacles, an on-site stationary generator with a separate enclosure (not stored inside well house), instrumentation and control with radio telemetry, and all required electrical for the chemical feed systems and related process and mechanical components.
Instrumentation and controls plan, including connection with the City’s Supervisory Control and Data Acquisition (SCADA) system to manage and control the water pumping, storage and distribution system.
5. Provide construction cost estimates of well house construction at 60 percent and 100 percent of design completion.
6. Attend one meeting with City Staff to review the plans.
7. Submit final plans and specifications to MDH and MPCA for plan review (City to pay all permit fees).
B. Bidding Phase
1. Advertise Project for bids
2. Answer questions from contractors during bidding
3. Issue addenda as needed
4. Attend the bid opening and evaluate the bids
5. Provide a recommendation to the City regarding award of the construction contract
C. Construction Phase
1. Prepare and distribute construction contracts
2. Organize and conduct preconstruction conference with contractor and City Staff
3. Perform construction staking of the site
4. Review all shop drawing submittals from contractor
5. Provide critical point construction observation to insure conformance with plans and specifications and record documentation of construction activities. Construction observation shall include the following services:
i. Full-time inspection (average of 8 hours per day) for an estimated duration of two weeks for buried utility construction.
ii. Part-time inspection (average of 8 hours per week) for an estimated construction duration of 24 weeks.
6. Attend bi-monthly (once every two months) construction progress meetings as necessary.
7. Review and make recommendation for contractor payment applications
8. Prepare and administer contract modifications as necessary
9. Provide one final punch list inspection and prepare and distribute contractor punch lists.
10. Review all contract close-out documents and operation and maintenance manuals.
IV. Proposal Content and Format
Proposals should include the elements listed below. The minimum font size shall be 11 pt or greater.
General – Include brief information about the Consultant’s firm in addition to similar information about key sub-consultants proposed.
Project Approach and Work Plan – Provide a detailed description of the approach and work plan (Scope of Work) to completing all phases of each element of the project. Include a statement about the Consultant’s approach to Quality Assurance and document management.
Project Team – Identify the key Project team members together with a description of their proposed roles on the Project. Key sub-consulting firms and their specific roles should also be identified. Include resumes for key members of the Project team.
Experience – Describe related project experience and provide information on reference projects. Provide a current owner contact name and information for each of the projects identified.
Schedule – Include a proposed schedule for each phase of the Project, including any interim phases, completion of designs, bidding, and construction phases. This should be provided in a bar chart form.
Proposed Fees – Provide a workplan in spreadsheet format that clearly defines a breakdown of tasks, estimated hours for each task and team member, and billing rates for each team member. The design and bidding phases shall be proposed as a lump sum fee basis. The construction phase services should be proposed an hourly, not to exceed fee basis. Show the total proposed fee for the entire Project.
V. Submission of Proposals
Proposals must be received no later than 4:00 p.m. on January 29, 2020. Five (5) printed copies of the complete proposal are to be submitted.
Proposals shall be submitted to:
City of Caledonia
Well House No. 8 RFP
Attention: Adam G. Swann, City Clerk/Administrator
231 East Main St.
Caledonia, MN 55921
Proposals may be mailed or personally delivered/couriered. Personally handled submissions shall be delivered to the counter at City Hall by the due date and time. Mailed proposals should be posted to arrive at City Hall by the due date and time. Late proposals will not be considered.
If additional information is necessary to assist the Consultant in interpreting this RFP and upon written request by email to the City Clerk/Administrator at caledoniaclerk@acegroup.cc, questions will be accepted. See Timeline/Schedule section of this proposal for due date for questions. To ensure equity, written questions received, and subsequent answers will be shared with all Consultants invited to submit proposals.
In order to ensure a fair review and selection process, Consultants submitting proposals are prohibited from contacting any other staff or City Council Members regarding the Project. Violation of this prohibition may result in rejection of the submittal.
The City shall not be liable for any expenses incurred by the Consultant including, but not limited to, expenses associated with the preparation of the proposal, attendance at interviews, preparation of a cost statement, or any future contract negotiations.
The City of Caledonia reserves the right to reject any or all proposals or to request additional information from any or all Consultants submitting proposals.
VI. Evaluation and Selection Process
Proposals will be reviewed by a selection panel consisting of members of the City of Caledonia staff.
Proposals will be initially evaluated on the basis of the following criteria –
Demonstrated understanding of the requirements of the Project.
Consultants and sub-consultants key Project staff experience and qualifications with the design, bidding, and construction of well houses and related projects.
Record of past performance on similar projects with independent comments and
opinions of agency personnel involved in the referenced projects.
Proposed Project approach, work plan, and scheduling.
Clarity and organization of the proposal.
Proposed fee.
From the proposals received and based on an initial evaluation, City Staff will review the proposal and provide a final recommendation to City Council for selecting the Consultant. Note that the proposed fee alone will not be the primary determining factor for the successful proposal.
A final scope of services and contract will be negotiated with the selected Consultant. If the City is unable to negotiate a contract with the selected Consultant, the City shall negotiate a contract with the firm that submitted the next highest ranked proposal.
Unless clarifying or correcting omissions or errors in the submission, Consultants submitting proposals are prohibited from contacting staff regarding the Project during the review period. Violation of this prohibition may result in rejection of the submittal.
VII. Timeline / Schedule
RFP distributed to selected Consultants – December 18, 2019
Receipt of written questions seeking clarification by 4:00 pm on January 8, 2020
City responses to written questions by 4:00 pm (to all RFP holders) on January 15, 2020
Proposals are due no later than 4:00 pm on January 29, 2020
Review of proposals by City Staff – January 30, 2020 to February 7, 2020
Selection recommendation presented to and approved by City Council – February
10, 2020
Original source can be found here.
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