Surface Water Treatment Plant RFQ

REQUEST FOR QUALIFICATIONS AND STATEMENT OF QUALIFICATIONS

INTRODUCTION
The City of Olney invites any interested and qualified firm or party to submit a Statement of Qualifications (SOQs) to perform the necessary assessment evaluation and master planning for the City’s Surface Water Treatment Plant (SWTP). The SOQ’s must be submitted no later than 4:00 PM on Friday, January 31st, 2020.
All SOQ’s shall be evaluated by a committee composed of City staff in order to score and rank the qualifications of each firm.  During this evaluation process, the City may request additional information or clarifications from firms or to allow correction of errors or omissions.  The City staff review committee may interview the top firms as rated by the committee.
The City of Olney reserves the sole right to review the SOQs submitted, waive any irregularities therein, and select or reject any and/or all firms that submitted SOQs, should it be determined to be in the best interest of the City of Olney. 
CITY OF OLNEY WATER PLANT BACKGROUND: The original SWTP was constructed in 1928 and is still in operations.
The SWTP includes the following processes:
• Rapid Mix
• Coagulation
• Flocculation
• Disinfection (Chlorine Induction) 
• Sedimentation
• Fluoridation
• pH Adjustment
• Sand Filtration
• Chemical Storage Capacity and Delivery Systems
• SCADA System and Laboratory Equipment
• Plant Piping and Channels
• Pumping facilities for: A: Raw Water
B: Finished Water
C: Backwash Water
Terminal Storage Basins, backwash basin and underground storage tanks
Plant fencing, security and area lighting
The SWTP has the following flow rates:
• Maximum Daily Demand – 0.937 MGD
• Provided Production Capacity – 1.722 MGD
• Provided Service Pump Capacity – 11.981 MGD
• Average Daily Usage – 0.338 MGD
PRELIMINARY SCOPE OF WORK
The following is a preliminary Scope of Work. The Scope will be finalized based on negotiations with the selected firm.
PRELIMINARY EVALUATION & DEFICIENCY STUDY: Evaluate the current capacity and performance of the existing treatment plant infrastructure according to TCEQ criteria and best practices. 
1. Site Visit, Data Collection and Review – Perform a site visit of the SWTP, and collect and review the following information provided by the City at a minimum:
a. Record drawings of the SWTP facilities; 
b. Plant operating data including metering, dosing and CT study, NAP (Nitrification Action Plan) and RTCR (Revised Total Coliform Rule); 
c. Historical data of pump run times;
d. Level or metering data to/from pumps and tanks;
e. Discussion with Staff and equipment manufacturers on observed SWTP performance; 
f. Existing/future population growth data; (demographics)and
g. Electrical equipment data usage.
2. For each Process and Piece of Equipment, evaluate and rate equipment condition for likelihood and consequence of failure.
a. Assessment will include current codes for equipment and latest safety considerations.
b. Assess each treatment process firm yield capacity
c. Asses current limitations such as replacement of valves and piping in filter gallery.
3. Existing Capacity Study - Provide a capacity evaluation on the existing treatment units, chemical storage, ancillary metering and pumping facilities and infrastructure.
a. Criteria for the capacity will be established utilizing Chapter 290 and best practices. Existing Capacity will be evaluated against the established Criteria.
b. The Capacity Study will include a static hydraulic evaluation for all tanks, pumps and transmission systems within the SWTP. 
c. Identify any bottlenecks, or undersized equipment or piping.
d. Identify units and equipment that needs to be upgraded, replaced or rehabilitated.
4. Future Capacity Study/Master Planning – The existing facilities and plant infrastructure will be evaluated to determine if existing capacity meets current and near future demand needs based on 2030 and 2050 (10 to 30-year projections). Plant treatment units and infrastructure not meeting future capacity requirements will be identified. Capacity shortfalls and bottlenecks will be identified.
5. Maintenance and Operations Items/Issues – The existing infrastructure will be assessed to identify items and issues affecting the maintenance and operation of the facility.
a. Assessment will be performed in collaboration with plant staff.
b. A discussion of the steps needed to address the SWTP Vulnerability Assessment.
ALTERNATIVE EVALUATIONS: Develop and evaluate up to four alternatives that address both existing and future water supply condition and capacity shortfalls including but not limited to:
• Additional Capacity to SWTP with new equipment
• Rehabilitation of existing infrastructure, no capacity upgrades
• Operation and Maintenance improvements
• Provide Options for roofing over the channels and filter area
• Provide an Operations and Maintenance Manual
• Provide a new SWTP facility
• Capacity to meet the entire city’s needs and raze the existing SWTP
• Additional capacity to combine with rehab SWTP to meet future demands.
ALTERNATIVE SOLUTIONS: Develop and evaluate a proposed facility.
1. An opinion of probable construction costs (OPCC) will be developed for each alternative
2. A 30-year life cycle cost evaluation will be performed to include estimates for electrical, chemical, capital (OPCC, staffing and maintenance costs.
3. Evaluate up to four alternatives in a decision criteria matrix (DCM). Criteria will be established to incorporate non-cost scores and cost-related scores. The DCM will be used to document the recommendations and to provide defensible solutions.
TECHNICAL MEMORANDUM: Compile and summarize findings in Technical Memoranda. Memoranda will include Condition and Capacity Evaluations, Alternatives Evaluations, Recommendations and OPCC.
1. Provide an electronic copy of the Draft Technical Memoranda for review.
2. Provide (5) five hard copies and an electronic copy of final Technical Memorandum

FORMAT FOR RESPONSE TO RFP
Include the following in the response to this RFP:
Cover Letter (1 page)
• A cover letter on company letterhead is required. Within the cover letter, indicate name of the firm, primary contact person, including address, phone number and email address. 
Firm General Description (1 page)
• Describe the Firm’s general capabilities to perform the work. Explain firm philosophy, resources and general services provided by the firm. Include subconsultant information in this section.  Discuss any current or pending litigation.
Past Experience (4 pages) 
• Team or Firm experience for the following:
o Provide descriptions of 3 similar condition and capacity assessment projects for a treatment facility (2 pages total), including client reference.
o Provide descriptions of 3 similar studies and/or design projects for a surface water treatment facility (2 pages total), including client reference.
Capacity to Preform (1 page)
• Provide team members’ current work load and availability to perform the work.
Team Organization Chart (1 page)
• Provide a team organizational chart showing proposed roles to complete the project.
Project Approach (5 pages)
• Provide approach describing how your firm will complete the intended scope of work. Approach shall include descriptions of how the work will be completed and who will be completing the work. Provide QA/QC procedures specific to the project.
Schedule (1 page)
• Complete a one-page schedule for the work to be completed.
Resumes (15 pages) 
• Include a resume for each team member.  A maximum of one page per member, except for the Project Manager, can have two pages.
SCORING CRITERIA
Firm General Description - 10
Past Experience - 20
Capacity to Preform - 10
Team Organization Chart - 10
Project Approach - 30
Schedule - 10
Resumes - 10
TOTAL = 100
A non-mandatory site visit will be provided of the Olney Surface Water Treatment Plant.  Site visit will be held on February 5, 2020 at 1:30 p.m.  A brief discussion of the scope of work will be provided followed by a plant tour.
Respondents may submit any questions concerning this RFQ in writing or by email to Neal Welch, City Administrator.
INTERVIEW PROCESS (short listed firms only)
All written submittals will be evaluated by a selection committee.  The top firms may be invited to make oral presentations or be interviewed by the selection committee.  A fee will be negotiated with the firm determined to be the most qualified and able to deliver the best services to the City. 
SUBMITTAL REQUIREMENTS
All interested firms must submit five (5) copies of their Proposal no later than 4:00 p.m., on Friday, February 21, 2020, addressed to:
 
Neal Welch
City Administrator
City of Olney
940-564-2102
nwelch@brazosnet.com
Submittals should be sealed in an envelope marked with “RFQ – 2020 Surface Water Treatment Plant Evaluation” on the outside of the envelope. The submittal envelope must also have the Firm’s name and complete return address on the outside of the envelope. 
For information or questions concerning the RFQ process, contact Neal Welch.