HomeMy WebLinkAbout01-14-1994 Request for Proposal JANUARY 14, 1994
BOARD OF PUBLIC WORKS AND SAFETY
CITY OF JEFFERSONVILLE, INDIANA
REQUEST FOR PROPOSAL
DRAFT
The City of Jeffersonville (hereinafter "City") has received Statements of Qualifications
from firms (hereinafter "Contractor") interested in providing Contract Operations and
Maintenance (O&M) Services for the City's Wastewater System. Your firm has been
short-listed to submit a detailed cost proposal that may lead to final negotiations.
Your firm is hereby invited to submit a detailed cost proposal as specified herein.
Detailed cost proposals for a three (3) year contract (with two (2) annual renewal
options) must be submitted. The cost proposals shall be limited to 25 pages and shall include
detailed breakdowns of all cost factors and identify any terms which the Contractor deems
necessary to provide the Services. The broakdown format included in this proposal must be
used.
Only Proposals received on or before 4:00 PM local time on March 18, 1994 will be
g~ven consideration.
SCOPE OF WORK
The scope of work includes, but is not limited to, full service contract operations and
maintenance of the following facilities:
1. A 5.2 mgd wastewater treatment plant, utilizing influent screening, grit
removal, extended aeration, clarification, disinfection/dechlorination, gravity
sludge thickening, aerobic sludge digestion, gravity belt sludge dewatering, and
either liquid or dried sludge disposal to landfill and/or land application.
2. The Wastewater collection system, including 28 pump stations, approximately
60 miles of sanitary sewers, and 25 miles of combined sewers.
3. Any collection system extensions, plant improvements, and other items, that
may be added to the existing system.
Full service contract operations means the Contractor employs all treatment facility and
collection system operations and maintenance staff, pays all chemical and power costs,
performs all monitoring and testing, completes and submits all required reports, and is
fully responsible for all aspects of facility management, operation and maintenance.
This contract does not include Engineering Design Services pertinent to Treatment
Plant expansions, process improvements, collection system extensions, etc. It also does
not include the Sewer lJtility's billing office staff or any other City management
employees. The Contract does include all other Sewer Department personnel,
Treatment Plant Staff, and Sewer Maintenance staff.
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PROPOSAL FORMAT
The proposal format and documentation shall be divided into three categories.:
A. General lnfonnation
B. Plan of Operations
C. Cost Analysis Proposal
These categories are detailed as follows:
A. GENERAL INFORMATION
Each Contractor must respond to each of the following questions or requests in a
clear and comprehensive manner, in the following order and format.
1. Provide the full name, tax identification number, and main office address of the
Contractor.
2. Identify when the Contractor's business was first organized and, if a
Corporation, where incorporated, and how many years engaged in providing
Wastewater Treatment Contract Operations Services under that name or any
other name.
3. List all facilities where the Contractor currently provides O & M contract
services and describe three (3) comparable wastewater treatment contract
operations where the Contractor currently provides these services, including the
gross annual amount of each, the contract start and completion dates, the name,
address, contact person, and telephone number of the owner, and the type and
size of the facility.
4. Has the Contractor, under it's present or any former name, been named as a
defendant in any litigation brought forth as a result of any contract operations
for operation and maintenance? If so, name the party who brought forth the
litigation, describe the circumstances, and provide a copy of the complaint filed
against the Contractor.
5. Has the Contractor, under it's present or any former name, been fined or
subjected to other enforcement action by any agency having jurisdiction over
labor laws? If so, describe the circumstances.
6. Has the Contractor, under it's present or any former name, been fined or
subjected to other enforcement action by any agency having jurisdiction over
environmental, health, safety, and welfare issues? If so, describe the
circumstances.
7. Has the Contractor, under it's present or any former name, ever been
terminated or replaced in a O & M contract services project? If so, name the
owner and describe the circumstances.
8. Provide the names of any and ail subcontractors that the Contractor would
intend to use to perform any of the services required under this agreement.
9. Describe the procedures and methods that the Contractor will use in the
evaiuation of current personnel.
All current personnel at the utility with the exception of the billing office staff,
which is not part of the contract, are to be employed for a period of at least
twelve (12) months, unless terminated for cause.
10. State the number of employees you will retain on a full time basis to operate the
WWTP, Pump Stations, Collection System, the Industriai Pretreatment Program
0PP), CSO monitoring, etc. over the three year contract.
ll. The Contractor must show a record of financial stability and corporate
commitment to full contract services operations and maintenance of municipally
owned wastewater treatmenl systems to include, but not limited to, a current
financiai statement. ,27~w~3Q ~
12. The Contractor shail submit a sample contract containing, at a minimum, ail of
the provisions set out in this RFP.
PLAN OF OPERATIONS
1. Provide a listing of the specific management personnel the contractor would
assign to the regular performance of this contract, and provide the background
and experience of those individuais. Resumes should be included.
2. Provide a detailed breakdown of the type and minimum number of positions
which will be used to provide the services requested.
3. The Contractor must describe their employee benefits program.
4. Provide a detailed plan of operations, specifically addressing the various
components of how the system will be operated and maintained. This section
includes, but is not limited to a description of the following items:
a. Describe your overail program of preventive and corrective maintenance,
equipment repair and maintenance.
b. Your plan for prevention of and response to emergencies.
c. Your system for handling any and ail complaints, problems and inquiries
by the City, government agencies, and by members of the public.
d. Your quality assurance/quaiity control program for the operation and
maintenance of the facilities.
C. COST ANALYSIS AND PROPOSAL
I. Def'mltions
· a.
Personnel Services;
Includes, but is not limited to: Salaries or wages, overtime pay, pay
differential, workman's compensation, longevity, unemployment
compensation, holiday pay, meal allowance, education assistance, medical,
dental plans, life insurance, retirement contributions, sick leave, and any
other costs directly attributable to employees.
The Contractor must provide existing plant employees with a combination
of salaries and benefits comparable to those currently being provided.
Employees will be protected from losing accrued vacation benefits.
Proposals shall include contractor's plan for employee retention and criteria
for pay raises and benefits.
b. Utilities:
Contractor furnished utilities shall include all utilities but are not limited to
telephone service, including telemetry, electricity, natural gas, water, and
heating fuels, and any other utility service.
c. Chemicals:
Includes all chemicals including but not limited to those needed for odor
control, disinfection, dewatering, chlorination, dechlorination, and .plant
operation.
d. Equipment
Includes, but is not limited to, office equipment, laboratory equipment,
safety equipment, tools, communication equipment, maintenance equipment,
vehicles, mechanical equipment and manually operated equipment, and
depreciation of Contractor furnished capital. The Contractor shall provide a
detailed description of the type and quantity of capital that is provided by the
Contractor including its amortization schedule.
e. Materials and Supplies:
Includes, but is not limited to, gasoline and diesel fuel, vehicle supplies,
vehicle accessories, office supplies, duplicating and photo Supplies,
buildings and grounds maintenance supplies, medical supplies, laboratory
chemical and supplies, clothing and uniforms, maintenance supplies, oils,
grease, and other materials and supplies.
f. Outside Services:
Includes, but is not limited to, solid waste sludge removal and disposal
equipment rentals, service agreements for equipment, temporary and/or
part-time help, legal fees, registration, dUes, subscriptions, postage and
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freight charges, advertising, printing and binding, vehicle insurance,
structures and equipment, and other professional services.
g. Other:
Includes any and all expenses not identified in any othet' specific coat
category.
h. Repair and Rcolacement:
The Contractor shall budget a fixed amount of $75,000 for repair and
replacement. The Contractor's obligation will be explicit as to the repair of
the City's equipment and facilities. Such Repair and Replacement limit shall
not include Contractor's labor. A specific method of decision making
concerning the use of these funds should be outlined. Detailed records for
all expenditures must be maintained by the Contractor. Repair and
maintenance activities costing less than $1000.00 shall be considered part of
the Contractor's normal maintenance costs included under materials and
supplies.
Any repair and replacement funds not expended during the year shall be
rebated in full to the City.
Proposal
The Contractor shall submit their cost analysis and proposal using the attached
form. All costs shall be identified to render a total proposed contract price for the
three year contract period.
COST ANALYSIS AND PROPOSAL
EXPENDITURES YEAR YEAR YEAR TOTAL
I 2 3
PERSONNEL SERVICES:
PLANT 0 & M $ $ $ $
COLLECTION SYSTEM O&M ~~~$$ $
UTILITIES:
ELECTRICITY $ $ $ $
TELEPHONE $ $ $ $
WATER $ $ $ $
GAS $ $ $ $
OTHER (DENTIFY) $ $ $ $
$ $ $ $
CHEMICALS $ $ $ $
EQUIPMENT $ $ $ $
VIATERIALS & SUPPLIES $ $ $ $
OUTSIDE SERVICES:
SLUDGE REMOVAL AND DISPOSAL $ $ $ $
OTHER (IDENTIFY) $ $ $ $
$
$ $ $
$ $ $ $
REPAIR AND REPLACEMENT $75,000.00 $75,000.00 $75,000.00 $225,000.00
OTHER (IDENTIFY) $ $ $ $
$ $ $ $
$ $ $ $
$ $ $ $
OVERHEAD AND PROFIT $ $ $ $
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'OTAL $ $ $
INFORMATION TO BE PROVIDED BY THE CITY
Each Contractor will be allowed ii specific time to visit the facilities. Visits must be
scheduled by the Contractor in advance through the Technical Coordinator during the
proPOsal period of January 14, 1994 thru March 18, 1994.
During this same period, each firm will have access to data and documents pertinent to
this contract. Documents which are available include, but are not limited to the
following:
1. Construction Plans and Specifications
2. Sanitary Sewer System Map
3. Operations and Maintenance Manuals
4. Process Flow Diagrams
5. N-PDES Permit
6. Monthly Summary of Operation Reports
7. Other various reports, studies and pertinent documents relative to the contract.
8. A list of all Sewer Department and Plant staff personnel with job classifications
that are a part of the contract.
9. Plant and Equipment Inventory
10. Pretreatment Program
11. Accounting balance and expense sheets
The City will provide duplicate copies of any of the above listed documents, if
requested by the Contractor. All duplication, mailing and freight costs will be borne
by the Contractor. Allow ample time if these copies are requested. Delays in
obtaining document copies shall not be considered a valid reason for requesting time
extensions.
REVIEW O1* PROPOSALS
All proPOsals will be reviewed by the Sewer Utility Advisory Committee and the Board
of Public Works and Safety for completeness and resPOnsiveness.
The proposal documentation is divided into three categories which are: General
Information, Operating Plan, and Cost Analysis. Proposals received will be evaluated
in accordance with the evaluation form attached to this RFP. Personal
interview/presentations may be required. It is expected that these interviews will be
scheduled in early April, 1994.
In addition to the information being submitted by the Contractor, the City reserves the
right to request additional information and to make an onsite inspection and evaluation
of any facility at which contract operations services are currently being performed by
the Contractor. The Contractor shall be responsible for providing a representative to
accompany City officials or their delegated representatives on any ofisite inspection.
All costs for transportation and subsistence to inspect any facility incurred by City
personnel will be borne by the City of leffersonville.
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SELECTION OF CONTRACTOR
The City of leffersonville regards the submission of the Cost Proposals as only one part
of the basis on which an evaluation will be made in order to select the firm whom the
City may select as a Contractor. THE COST PROPOSAL IS NOT A BID.
The City reserves the right to reject any and all proposals and is under no obligation to
award a contact.
VI.
GENERAL REQUIREMENTS TO BE CONSIDERED IN THE PROPOSALS
WHICH WILL BECOME PART OF THE CONTRACT
The Contractor's proposal shall reflect the following requirements. The proposals are
being requested for a complete Operation and Maintenance Management Contract,
which includes all labor, materials, chemicals, supplies, utilities and any other' items
required to furnish a complete operation.
A. The current high standard of physical appearance of all the City's improvements
must be maintained. This includes odor control. No off-site odors will be
allowed.
The Contractor shall provide computerized maintenance, process control,
management, reporting, records documentations, and laboratory management
systems.
The Contractor must maintain standard operating procedures and records for
each major piece of equipment. The Contractor shall provide the City with full
documentation that preventive maintenance is being performed on all City
owned equipment in accordance with the Manufacturer's recommendations at
intervals and in sufficient detail as may be determined by the City. The
maintenance program must include documentation of corrective and preventive
maintenance and a spare parts inventory.
The Contractor shall be responsible for maintaining all Manufacturer's
warranties on new equipment purchased by the City and assist the City in
enforcing existing equipment warranties and guarantees.
The Contractor shall comply with all operation permits, specifically noting
effluent quality and quantity, and monitoring/reporting requirements. The
Contractor shall furnish a data processing system and the administrative services
required to generate a process control system that furnishes complete and
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accurate records for submission to IDEM and the EPA. The system should be
capable of readily providing historical data and trends.
The Contractor shall provide the City with a full accounting of all expenditures
and a log of all citizens complaints and maintenance activities on a monthly
basis. The monthly reports shall be detailed as determined by the City. The
Contractor shall also assist the City in the preparation of annual budgets.
The Contractor shall provide the City with a listing of any recommended capital
improvements the Contractor believes will be required for any of the facilities
covered under the Contract. The list shall be provided within the first 90 days.
The Contractor will not be released of his responsibilities to perform if the
recommendations are not implemented.
Capital improvements and replacement of capital equipment that the Contractor
deems necessary shall be presented to the City. If approved, the City will
make arrangements for the design and construction of said improvements.
The Contractor shall provide safety training for all employees.
The Contractor shall administer and continue all the activities which are part of
the City's Industrial Pretreatment Program (IPP) including sampling, analytical
testing, and reporting.
The Contractor shall inspect all new sewer taps and assist builders in locating
existing sewer mains and taps.
The Contractor shall continue to visually monitor the combined sewer overflows
(CSO's) on a daily basis.
Participate in the implementation and completion of the CitY'S
infiltration/Inflow (I/I) reduction program.
The COntractor shall assume responsibility for the payment of all utilities,
chemicals, supplies, spare parts, etc., as sPecified elsewhere in this RFP.
The Contractor shall be responsible for payment for the disposal of sludge
removed from the WWTP, including monitoring and measurement of the
percentage of solids and volume.
The Contractor will provide existing plant employees with a combination Of
salaries and benefits comparable with those cuicrently being prOvided.
Employees will be prOtected from losing accrued leave benefits. Proposals
should include Contractor's plan for employee pay raises and benefits.
Contractor shall provide insUrance coverage for general and public liability,
track and automobile, workmen's compensation insurance as required by the
State of Indiana, and professional liability coverage. General Liability coverage
shall be in the amount of at least $5,000,000. Professional Liability shall be in
the amount of at least $~,000,000. The City 6{' ~effers0nviile and th6 ~ewer
Department shall be listed as additioiial insureds in the Public Liability Policy.
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The City will maintain property damage insurance for all City owned property,
including vehicles, owned by the City and operated by the Contractor under the
terms of the contract.
S. Automobile liability insurance for all vehicles owned by the City shall be
maintained by the City.
The Contractor shall be responsible for any damages resulting to real and
personal property owned by the City of Jeffersonville or the Sewer Department
as a result of negligence by the Contractor or its Agents.
The Contractor must assume the cost of any fines or penalties levied against the
City for improper operation of the Wastewater Treatment Utility. This includes
liability without any dollar limit for the payment Of fines and/or civil penalties
levied against the Contractor and/or the City by any regulatory agency having
jurisdiction as a result of failure to comply with the terms and conditions of any
duly authorized permit, court order, administrative order, law, statute,
ordinances, etc.. for reasons resulting from the Contractors negligence during
the period of the Contract.
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The Contractor shall indemnify and hold harmless the City of Jeffersonville, its
agents, officers, assigns, employees, etc., from any loss or liability for claims,
damages and lawsuits from reasons resulting from the Contractor's negligence
during the life of the contract services~ Such indemnification Shall include
indirect consequential and pollution damages.
W. Group Health Insurance must be provided for all full time employees.
X. The Contract will be terminated if the Contractor's level of performance is
unsatisfactory.
VIII.
Y. Any factors not mentioned herein Which are relevant to the Contractors proposal
shall be included and mentioned.
ADDITIONAL INFORMATION REQUESTS
Should a Contractor find any discrepancies in or omission from this ReqUest for
Proposals or should he/she be in doubt as to their meaning, the Contractor shall at once
notify the Technical Coordinator. No oral interpretation or oral instruction will be
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made to any Contractor as to the meaning of the Request For Proposals. Every request
for such an interpretation or instruction shall be made in writing to the Technical
Coordinator at least fifteen (15) days prior to the date fixed for the opening of
proposals to be given consideration. Every interpretation or instruction made to a
Contractor will be on file in the office of the Technical Coordinatof. In addition, all
addenda will be mailed to each Contractor receiving the RFP. All such addenda shall
become part of the RFP and all Contractors shall be bound by sudh addenda, Whether
or not received by the Contractor. The City of leffersonville and the Jeffersonville
Sewer Utility Advisory Committee will not be responsible for any oral instructions
and/or interpretation.
The Technical Coordinator is:
Iorge I. Lanz, P.E.
Jacobi, Toombs and Lanz, Inc.
120 Bell Avenue
Clarksvitle, IN 47129
Phone 812-288-6646
Fax 812-288-6656
PROPOSAL SUBMISSION
Interested Contractors shall submit Twelve (12) copies of the Proposal to:
Mayor Raymond J. Parker,
4th. Floor, City-County Building
501 E. Court Avenue
Jeffersonville, IN 47130
Contractors may also submit a video tape (VHS format) of up to 30 minutes in duration
to complement their proposal. Twelve (12) copies should be submitted.
GENERAL CONDITIONS OF SUBMITTING PROPOSALS
The following general conditions shall apply to all Contractors and Proposals:
A. No Contractor shall be permitted to withdraw their proposal for a period of
sixty (60) calendar days after the proposal submission deadline date.
B. The Contractor agrees that in the development and operation of the project
proposed in the proposals it will not discriminate against any
worker/employee/customer because of race, creed, color, religion, national
origin, handicap or sex; and will comply with all applicable federal, state or
local laws and regulations prohibiting such discrimination. The aforosald
provision shall include, but not be limited to the following: Employment and
upgrading, demotion or transfer; recruitment ot recruitment advertising; lay-off
or termination; rates of pay or other forms of compensation; or selection for
training including apprenticeship.
C. The above conditions must be acknowledged in the proposal.
PROPOSAL EVALUATION FORM
PRopOgAL EVALUATION FORM
SEE ~XAUPLE~ 0~1FoLLowIN~I PAeE
JEFFSOQ2
EXAMPLE
CALCULATION OF POINT AWARD
FOR PROPOSED FEES
F .TOTAL MAXIMUM PO J~R'S
Q - POINT8 AWARDED
=70~x0.90