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Agenda 11/12/2019 Item #16C 6 (Contract #19-7593 Q. Grady Monor & Associates, P.A.)11/12/2019 EXECUTIVE SUMMARY Recommendation to approve the selection committee’s ranking of Request for Professional Services (“RPS”) No. 19-7593, “Palm River Utility Improvements,” and authorize staff to begin contract negotiations with the top ranked firm, Q. Grady Minor & Associates, P.A. OBJECTIVE: Obtain expert professional engineering services for Palm River infrastructure improvements for water, wastewater, stormwater, irrigation quality water, and sidewalks needed to serve our customers with full regulatory compliance, reliability, and sustainability. CONSIDERATIONS: This project is consistent with the proposed scope of work under Project No. 70192, “Palm River Utility Improvements,” and is also consistent with the FY2020 Budget approved by the Board of County Commissioners (“Board”) on September 19, 2019. The Palm River Neighborhood is located north of Immokalee Road between Goodlette -Frank Road and Airport-Pulling Road. The existing water and wastewater infrastructure were installed in the early 1970’s and the Irrigation Quality infrastructure was installed in the late 1970’s. Those utilities have reached the end of their useful lives. Replacement is necessary to meet demand, stay in compliance, and provide Collier County Water-Sewer District (“CCWSD”) customers a compliant and reliable utility system. In January 2019, Collier County Water, Wastewater, Irrigation Quality Water, GMD Stormwater, and GMD Transportation Planning Divisions coordinated to develop a scope for this public utility renewal (“PUR”) project to replace the aging infrastructure in the Palm River neighborhood. On April 14, 2019, the Procurement Services Division released notices of RPS No. 19 -7593, Palm River Utility Improvements. Staff notified one hundred and ten (110) firms, eight (8) firms downloaded the solicitation information, and the County received two (2) proposals by the May 17, 2019, due date. Staff concluded both bidders to be responsive and responsible. Due to the urgent need to commence this work involving several Collier County Divisions, on June 3, 2019, the Public Utilities Engineering and Project Management Division requested authorization to move forward with the two companies that submitted proposals under the Consultants’ Competitive Negotiation Act, Section 287.055, Florida Statutes (the “CCNA”) solicitation. In addition to the two proposals, Procurement Division received two e-mails from other two consultant firms acknowledging that they were aware of the RPS but the companies have chosen not to submit a proposal. A Selection Committee met on July 2, 2019, and as described in step 1 of the solicitation documents, the Committee scored each of the proposals to move on to step 2. On July 30, 2019, the Selection Committee reconvened for step 2, heard presentations by the firms, and provided the following final ranking: Firm Ranking Q. Grady Minor & Associates, P.A. 1 Hole Montes, Inc. 2 Q. Grady Minor & Associates, P.A., is qualified and has experience with designing stormwater, water, wastewater, and irrigation quality water projects. Staff recommends approval of the short list and authorization to commence contract negotiations with Q. Grady Minor & Associate, P.A. After a recommended agreement is reached, staff will return to the Board to recommen d approval of the 16.C.6 Packet Pg. 1380 11/12/2019 agreement. FISCAL IMPACT: Budget is available in the Water Capital Project Fund (412) in project 70192 and in the Stormwater Capital Fund (325) in project 60234. Once negotiations are completed, a contract will be brought to the Board for approval at a future meeting, and at that time budget amendments will be prepared in the Wastewater Capital Project Capital Fund (414) moving moneys between projects. The sources of funding will be a General Fund transfer for Stormwater and user fees for Water and Wastewater. LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote for Board approval.-SRT GROWTH MANAGEMENT IMPACT: This project meets current Growth Management Plan standards to ensure the adequacy and availability of viable public facilities. RECOMMENDATIONS: That the Board of County Commissioners, Ex-officio the Governing Board of the Collier County Water-Sewer District, approves the Selection Committee’s ranking of RPS No. 19- 7593, “Palm River Utility Improvements (Project Number 70192),” and authorizes staff to begin contract negotiations with the top ranked firm, Q. Grady Minor & Associates, P.A., and if staff is unable to reach an agreement with that firm to negotiate with the next ranked firm consistent with the CCNA. Prepared by: Diana C. Dueri, PMP, Senior Project Manager, Public Utilities Engineering and Project Management Division ATTACHMENT(S) 1. 19-7593 NORA (PDF) 2. 19-7593 Final Ranking (PDF) 3. 19-7593 Solicitation (PDF) 16.C.6 Packet Pg. 1381 11/12/2019 COLLIER COUNTY Board of County Commissioners Item Number: 16.C.6 Doc ID: 10569 Item Summary: Recommendation to approve the selection committee’s ranking of Request for Professional Services (“RPS”) No. 19-7593, “Palm River Utility Improvements,” and authorize staff to begin contract negotiations with the top ranked firm, Q. Grady Minor & Associates, P.A. Meeting Date: 11/12/2019 Prepared by: Title: Project Manager – Public Utilities Planning and Project Management Name: Diana Dueri 10/16/2019 9:57 PM Submitted by: Title: Division Director - Public Utilities Eng – Public Utilities Planning and Project Management Name: Tom Chmelik 10/16/2019 9:57 PM Approved By: Review: Public Utilities Planning and Project Management Michael Stevens Additional Reviewer Completed 10/16/2019 10:08 PM Public Utilities Planning and Project Management Benjamin Bullert Additional Reviewer Completed 10/17/2019 7:47 AM Public Utilities Planning and Project Management Tom Chmelik Additional Reviewer Completed 10/17/2019 10:28 AM Public Utilities Operations Support Joseph Bellone Additional Reviewer Completed 10/17/2019 2:32 PM Capital Project Planning, Impact Fees, and Program Management Amy Patterson Additional Reviewer Completed 10/18/2019 1:00 PM Wastewater Beth Johnssen Additional Reviewer Completed 10/21/2019 9:01 AM Water Pamela Libby Additional Reviewer Completed 10/21/2019 9:08 AM Water Steve Messner Additional Reviewer Completed 10/21/2019 9:54 AM Wastewater Steve Nagy Additional Reviewer Completed 10/21/2019 11:58 AM Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 10/22/2019 9:36 AM Procurement Services Ted Coyman Additional Reviewer Completed 10/22/2019 9:42 AM Procurement Services Geoff Thomas Additional Reviewer Completed 10/22/2019 10:09 AM Procurement Services Evelyn Colon Additional Reviewer Completed 10/22/2019 10:20 AM Public Utilities Department Drew Cody Level 1 Division Reviewer Completed 10/22/2019 11:44 AM County Attorney's Office Jeffrey A. Klatzkow Level 2 Attorney Review Completed 10/23/2019 11:49 AM Public Utilities Department George Yilmaz Level 2 Division Administrator Review Completed 10/25/2019 3:34 PM 16.C.6 Packet Pg. 1382 11/12/2019 County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/25/2019 3:55 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/28/2019 12:29 PM Office of Management and Budget Susan Usher Additional Reviewer Completed 10/31/2019 4:51 PM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 11/03/2019 9:52 PM Board of County Commissioners MaryJo Brock Meeting Pending 11/12/2019 9:00 AM 16.C.6 Packet Pg. 1383 16.C.6.a Packet Pg. 1384 Attachment: 19-7593 NORA (10569 : Palm River Utility Improvements - Design Rankings) Selection Committee Final Ranking Sheet RPS #: 19-7593 Title: Palm River Utility Improvements Name of Firm Committee Member Diana Dueri Committee Member Pamela Libby Committee Member Steve Nagy Committee Member Liz Gosselin Committee Member Robert Kaine Total Selection Committee Final Rank Grady Minor 1 1 1 1 1 5 1.0000 Hole Montes Inc.2 2 2 2 2 10 2.0000 Procurement Professional Geoff Thomas Step 1: Upon direction by the Procurement professional, the individual selection committee member should provide their ranking of the proposals (from highest being number one (1) to lowest. Step 2: The procurement professional will review the mathematically calculated final rank and discuss the rank order and determine if consensus is reached. Page 1 of 1 16.C.6.b Packet Pg. 1385 Attachment: 19-7593 Final Ranking (10569 : Palm River Utility Improvements - Design Rankings) COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS REQUEST FOR PROFESSIONAL SERVICES (RPS) In accordance with Florida Statute 287.055 Consultants’ Competitive Negotiation Act FOR Palm River Utility Improvements RPS NO.: 19-7593 EVELYN COLON, PROCUREMENT STRATEGIST PROCUREMENT SERVICES DIVISION 3295 TAMIAMI TRAIL EAST, BLDG C-2 NAPLES, FLORIDA 34112 TELEPHONE: (239) 252-2667 evelyn.colon@colliercountyfl.gov (Email) This proposal solicitation document is prepared in a Microsoft Word format (rev 8/16/17). Any alterations to this document made by the Consultant may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government. 16.C.6.c Packet Pg. 1386 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) SOLICITATION PUBLIC NOTICE REQUEST FOR PROFESSINAL SERVICES (RPS) NUMBER: 19-7593 PROJECT TITLE: Palm River Improvements RPS OPENING DAY/DATE/TIME: May 3, 2019 at 3:00PM PLACE OF RPS OPENING: Procurement Services Division 3295 Tamiami Trail East, Bldg. C-2 Naples, FL 34112 All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System: https://www.bidsync.com/bidsync-cas/ INTRODUCTION As requested by the Public Utilities Planning and Project Manager Division (hereinafter, the “Division”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Professional Services (hereinafter, “RPS”) with the intent of obtaining proposals from interested and qualified Consultants in accordance with the terms, conditions and specifications stated or attached. The Consultant, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated. The selected design team shall perform a comprehensive design of Collier County Water-Sewer District (CCWSD), stormwater management system, and new sidewalks servicing the right of ways within the Palm River area. The selected Design team will perform preliminary design, construction phasing, modeling, final design, permitting, bidding packages, opinion of probable costs, public involvement services, construction-related support services, and construction warranty services. Specific sections of this scope may be deleted during contract negotiations. BACKGROUND The Engineering and Project Management Division (EPMD) of the Public Utilities Department (PUD) has program areas funded annually for the evaluation and upgrading of the Water and Wastewater Systems. Because of the age and condition of the Public Utilities infrastructure in Palm River neighborhood, a program has been established to systematically replace existing aging water and wastewater systems and adding additional wastewater piping. To minimize construction related impacts to the neighborhood, potable water, wastewater, irrigation quality water, stormwater management infrastructure, and sidewalks will be performed concurrently. The Stormwater Management (SWM) and Transportation Planning sections of the Growth Management Department (GMD) join with Public Utilities Department infrastructure renewal projects to deliver a complete infrastructure replacement project. TERM OF CONTRACT County reserves the right to modify this scope during negotiations for budgetary reasons. The contract term, if an award is made, will commence on the date of the Notice to Proceed and end upon acceptance and approval of the final payment. Prices shall remain firm for the initial term of the awarded contract. Surcharges will not be accepted in conjunction with this award, and such charges should be incorporated into the pricing structure. DETAILED SCOPE OF WORK PUD is interested in contracting with a qualified design team to develop and implement infrastructure improvements in the Palm River neighborhood located between Immokalee Road and Imperial Drive, and between Collier’s Reserve Drive and Cypress Way East (see attached project area map). The Design team will provide design project management consisting of, but not be limited to, the following: a. Attend progress meetings with PUD and GMD staff as needed b. Attend public informational meetings with PUD and GMD staff as needed c. Graphics/exhibit preparation 16.C.6.c Packet Pg. 1387 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) d. Project phasing for Construction e. Progress meeting assistance f. Public meeting assistance g. Project management assistance h. Project management plan preparation i. Public Relations assistance j. Infrastructure Modeling k. Infrastructure preliminary design l. Infrastructure design m. Subsurface investigations of underground utilities n. Geotechnical surveys o. Land surveying p. Permitting q. Bid package per phase Attend Project Design Progress Meetings: Design meetings with PUD and GMD representatives will be conducted, as requested by the Project Manager, throughout the program to keep staff informed of the project progress, to make certain that the Engineer is productively conducting its consulting services and to obtain input and direction as required for outstanding project issues. A firm day and time will be established for all progress meetings. Meeting objectives will be to provide progress updates and, reach decisions on pertinent issues relative to the specific topics being addressed. The Engineer of Record (EOR) will prepare and distribute agendas and minutes for each meeting incorporating agenda items and meeting minute corrections provided by PUD and GMD staff. Agendas will be submitted to the project delivery team at least two days prior to the meeting. Draft minutes will be submitted to the team no more than two working days following each meeting; staff will provide comments no more than two working days after receipt of draft minutes. 1. Phase 1: Preliminary Engineering Design TASK 1.1 – Project Start-up a. Initial Kick-Off Meeting – The EOR will organize an initial kick-off meeting with PUD and GMD staff to review the project scope, project objectives/goals, project standards and project schedule for completing the work, this effort should also include the review of fund available sources. The EOR team shall prepare a project agenda and written meeting minutes summarizing the discussion and project action plan. b. Utility Master Plans – The EOR team will review the CCWSD’s utility master plans prior to the kick-off meeting to determine if any master plan work is required in or around the project area. c. Initial Project Timeline – EOR team will prepare an initial project timeline and submit to PUD and GMD staff at the Initial Kick-Off Meeting. The EOR team shall update the schedule throughout the duration of the project and shall provide a copy of the updated schedule to PUD and GMD staff at their request. TASK 1.2 – Preliminary Engineering Report / Hydraulic Analysis a. Gather and review record drawings of existing utilities including all stormwater components and existing sidewalks along the project corridor. b. Prepare a hydraulic model by developing a pipe and node schematic of the proposed water main system based on the selected preliminary layout. Modeling program to be determined. c. Prepare a hydraulic model by developing a pipe and node schematic of the proposed force main system based on the selected preliminary layout. Model will include the force main network connecting multiple pump stations including all pump stations within the Palm River project area. Modeling program shall be InfoSWMM or Compatible. d. Assist PUD staff with collecting and providing historical operating data as needed. The data to be collected and reviewed shall include: • Recent pump down test performed on stations • Existing valves conditions for Water and Wastewater infrastructure • Elapsed time meter data collected from operations staff • Water bills • Record drawings and pump curves of existing pump stations; and • Available SCADA information. 16.C.6.c Packet Pg. 1388 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) e. With assistance from PUD staff, install pressure data loggers on existing water main system along the project corridor to establish existing pressure conditions. Pressure will be collected for one (1) week using acceptable pressure transducers that will be installed on water air release valves or hydrants. This Task includes setting up and installing pressure transducers on air release valves or hydrants, downloading data and providing graphical results to PUD. f. Utilizing information gathered in Task e, calibrate the water model by comparing model results to field collected data. Adjust parameters representing the system until model-predicted performance reasonably agrees with measured system performance over a wide range of operating conditions. g. With assistance from PUD staff, install level transducers in wet wells of CCWSD owned and maintained pump stations within the project area, to monitor water levels. Data will be used to calculate flow rates for a period of one week during the dry season and one week during the wet season, or as accepted by EPMD including pumping rates and inflows. A diurnal flow curve will also be generated using the collected wet well data. Task includes setting up and installing low pressure transducers in pump station wet wells, downloading data and provide graphical results to PUD. PUD staff will provide EOR access to pump station sites. This scope includes evaluating all pump stations within the Palm River project area. h. With assistance from PUD staff, install pressure data loggers on existing force main system along the project corridor and simultaneously with the wet well testing to establish existing pressure conditions. Pressure will be collected for one (1) week using acceptable pressure transducers that will be installed on wastewater air release valves or pump station pump outs. This Task includes setting up and installing pressure transducers on air release valves or pump station pump outs, downloading data and providing graphical results to PUD. i. Utilizing information gathered in Tasks g and h, calibrate the wastewater model by comparing model results to field collected data. Adjust parameters representing the system until model-predicted performance reasonably agrees with measured system performance over a wide range of operating conditions. j. Based on the model results in Task i, evaluate pump stations within the Palm River project area to determine, if possible, that upgrades are necessary to accommodate the proposed new improvements. k. Propose the stormwater quality treatment concepts to be utilized. l. Propose the drainage and stormwater management concepts to be utilized and lay out (plan and profile views). m. Prepare a link/node model of the stormwater system for flow characteristics and level of service (modeling program to be determined), and water quality enhancement (Harvey Harper methodology) including the following: 1. Existing Conditions Analysis Development: • Using LIDAR data and GIS processing to establish flow paths and sub-basin delineation. Utilize standard surveying methods to check key locations and/or where LiDAR does not produce sufficient definition and/or accuracy to reflect existing conditions. • GIS processing to establish stage/storage relationships and other in-basin parameters that control runoff. • Perform the necessary research to identify all data needed to develop existing conditions analysis. • Definition of link/node network and compilation of structure data to be included in the analysis. • Initial analysis runs to troubleshoot and verify that it is numerically stable. • Analysis calibration/verification against known flood elevations, if available. • Model design storms with return frequencies of 5, 10, and 25 years and produce inundation maps in GIS. These will be used to define the predicted extent of flooding in the study area. From these analyses we will be able to state the depth of water over the flooded streets during the storm events and compare that to the County Level of Service criteria. 2. Proposed Conditions Analysis Development (scenarios). • Estimate nutrient removal: Use GIS processing to calculate pollutant load by land use type and sub-basin for the existing conditions analysis. • Evaluate nutrient removal for proposed conditions. • Present pre and post conditions flooding evaluation development and results, for scenario evaluations, and for water quality evaluation. Pre and post condition analysis will include a description of the expected benefits as a result of the proposed improvements compared to the existing conditions (for each scenario). • The stormwater hydraulic modeling analysis will include the entire Project area. The analysis outside the limits of the Project area assumes Collier County and/or the Big Cypress Basin/South Florida Water Management District will provide current hydraulic analysis data/reports of the receiving canal. 16.C.6.c Packet Pg. 1389 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) n. Analyze and asses existing conditions of major stormwater structures/facilities (e.g. stormwater outfall pipes) o. Analyze existing sidewalks conditions and propose new sidewalks within the project area. p. Gather and analyze information about septic tanks within the project area and propose conversion of septic tanks to sewer pipes. Provide a list of grants available for this effort. q. Review CCWSD’s potable water, wastewater and irrigation quality water systems to identify and recommend improvements that fall inside the project area. Review will include: • Water System - Review master plan to determine any planned improvements and interview PUD operations staff to determine existing size, material and any current issues. Soft dig information will also be used to determine size and condition. • Wastewater System - Review master plan to determine any planned improvements, interview PUD operations staff to determine existing size, material and any current issues, and perform gravity sewer condition assessment to determine pipe condition. • Irrigation Quality Water - Review master plan to determine any planned improvements, interview PUD operations staff to determine existing size, material and any current issues. r. Prepare Preliminary Engineering Report. The report shall consist of, but not be limited to, the following sections, incorporating results of previous tasks herein: • Section 1 - Executive Summary • Section 2 - Introduction • Section 3 - Existing Water Facilities Testing • Section 4 - Existing Wastewater Facilities Testing • Section 5 - Review of Existing Water, Wastewater, and Irrigation Quality Water Infrastructures • Section 6 - Water Hydraulic Model Results • Section 7 - Wastewater Hydraulic Model Results • Section 8 – Stormwater Management Hydraulic and Hydrologic Modeling Results and Proposed Stormwater Facilities Plan • Section 9 – Propose sidewalks • Section 10 - Project Phasing Plan • Section 11 - Preliminary Cost Estimate • Section 12 - Summary and Recommendations s. EOR will submit draft copies of the Preliminary Engineering Report to PUD staff for review. t. CONSULTANT will organize and conduct a meeting with PUD and GMD staff to discuss the Preliminary Engineering Report. Revise Report as required to reflect comments. EOR will submit final report and electronic files containing the final report in PDF format. TASK 1.3 –Surveying Services. Tasks may include, but are not limited to: a. Establish vertical and horizontal controls throughout project area. Elevations will be in NAVD 1988 Datum and Coordinates will be State Plane 83 for the Florida West Zone. The conversion from NAVD 1988 to NGVD 29 will be clearly identified on each plan sheet. b. Complete a boundary and topographic survey from right of way to right of way. Utilize local (Collier County) knowledgeable registered land surveyors to determine all the easements and/or property boundaries; collect and record the limits of property or easement boundaries as well as the physical location of the existing infrastructure components. As part of this task, call Sunshine State One-Call System to have the existing utilities located and to determine utility ownership (water, irrigation quality water gas, electric, force mains, etc.) prior to performing any field survey efforts. The survey shall collect, but not be limited to, the following items: • Existing utilities, both above ground and below ground • Existing Stormwater Management pipes (size and type), swales, channels structures • Existing driveways • Existing trees • Existing mailboxes • Fencing/Bollards (conditions and sufficiency for future expansion) 16.C.6.c Packet Pg. 1390 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) • Landscaping (code considerations) and irrigation facilities • Right of Way & Roadway Cross Sections every 50 feet • County Utilities Easement boundaries c. Submit two (2) full size and one (1) half size copies of the boundary and topographic survey to PUD and GMD staff. Submit an AutoCad file (dwg) of the boundary and topographic survey to PUD and GMD staff. The boundary and topographic map shall include the latest aerial photography as a background. TASK 1.4 - Geotechnical Investigation a. Perform all necessary soil borings within project area to install proposed utility line(s), stormwater structures and pipes. Soil borings shall be completed as per the latest ASTM standards. b. Prepare a complete geotechnical investigation report detailing soil conditions, water table elevations, soil classifications, rock elevation and other items that will affect the construction. Report shall also include recommendation from geotechnical engineer on bedding material, subsurface conditions and any other items that pertain to the construction project. c. EOR team shall submit two (2) signed and sealed reports to PUD and GMD Staff. TASK 1.5 - Soft Dig Investigation a. Meet with PUD Staff on-site to review procedures to complete the soft dig investigations. b. Excavate existing utilities within the project area to include, but not be limited to, horizontal and vertical location of existing utility pipe, type of utility pipe, size of utility pipe, utility pipe material and condition of existing pipe material. EOR team will call Sunshine One if the utility mark-ups need to be refreshed. Soft dig investigations shall be performed using an approved air/vacuum piece of equipment that will keep the disturbance to a minimum and shall not damage any existing facilities. c. Field mark all existing utilities found either by wooden lathes or by marking on the pavement (nail & paint). Marks need to remain during the design phase but lathes need to be removed after the final plans have been approved. d. EOR team shall repair all excavation holes in the natural ground and/or pavement to a condition as equal to or better than the original condition. e. EOR team shall provide one (1) full size, one (1) half size plan and AutoCad file (dwg format) of the soft dig investigation in the project area to PUD and GMD Staff. TASK 1.6 - 30% Plans Preparation The EOR shall prepare 30% construction plans based on the approved preliminary engineering report. a. Incorporate all record drawings within the project area and the soft dig investigation into the 30% construction plans. b. Incorporate the boundary and topographic survey into the 30% construction plans. c. Prepare 30% construction plans detailing the proposed running line within the project area. Include on these plans the survey work, soft dig investigation work, any pertinent geotechnical information and the aerial photo in the background. The profile view does not need to be completed. d. Submit three (3) full size and one (1) half size of the 30% construction plans at least two (2) weeks prior to the meeting with PUD and GMD Staff. e. Organize and conduct a 30% plan review meeting with PUD and GMD staff to discuss the preliminary construction plans. Revise construction plans as required to reflect PUD and GMD comments. f. Submit a phasing plan to PUD and GMD staff for review and approval. Phasing Plan shall include construction costs for each phase. 2. Phase 2: Design Task 2.1 Final Design and Permitting Phase 16.C.6.c Packet Pg. 1391 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) a. On the basis of the accepted preliminary engineering report, phasing plan, and 30% construction plans, EOR will prepare final drawings and specifications, which provide the general scope, extent and character of the work to be furnished, and performed by the Contractor. Consultant will prepare and submit drawings and specifications at the 60-, 90- and 100- percent complete stages for review and approval. An engineer’s opinion of probable construction cost will accompany each submittal. EOR shall meet with PUD’s design and operations staff and GMD’s stormwater and transportation planning staff, and obtain their written acceptance (signature approval) of the work completed to date. b. Technical specifications will be based on the 16-Division format of the Construction Specifications Institute (CSI) in MS Word format. In addition to technical specifications, EOR will coordinate with PUD and GMD staff to develop necessary General Conditions, Supplemental Conditions, and Special Provisions Specifications specifically for the project being constructed and recollection of all lessons learned of similar completed projects. Standard Collier County Specifications may be used for reference but the Engineer shall not rely on them as a replacement for sound engineering judgment and responsibility. Stormwater Management specifications shall be in accordance with current FDOT specifications, including current County Right-of-Way construction specifications. Documents shall include drawings and project specifications ready for bidding, consistent with Collier County standards, including, but not limited to, the following or as approved by the Project Manager: • Cover sheet, index and key map. • Civil Site Plan including fencing and landscaping. • Existing Conditions map • Civil Details • Demolition Plan • Infrastructure Plan and Profile • Details • Operational Contingency Plans c. Prepare applications for all GMD’s Right-of-Way permits, Insubstantial Change to a Site Improvement Plan when required from Collier County Growth Management Division and respond to requests for additional information. Prepare all other required permit applications. Permitting fees will be paid by EPMD. d. Furnish copies of Contract Documents that include engineering drawings and specifications. Present and review them in person with PUD and GMD staff at the agreed upon completion stages in the project and make appropriate changes requested. e. Assist EPMD and GMD in the application process for grants. f. Prepare a permit application for submittal to the Florida Department of Environmental Protection (FDEP) and provide backup documentation including drawings and specifications. Respond to all request for additional information (RAI) from the FDEP. Permitting fees will be paid by the EOR team and reimbursed by EPMD. g. South Florida Water Management District (SFWMD) Notice General or Individual permit and dewatering permit. h. Preparation of Notice of Intent (NOI) to use the Generic Permit for Discharge of Ground Water. i. Dewatering Operations: Offsite discharge of produced groundwater requires submittal of a Notice of Intent (NOI) through the FDEP NPDES program. The NOI that will be signed by the Owner/Applicant requires certification that contaminants are not present in groundwater. The consultant must prepare the NOI for Owner signature, prepare an application letter, and to submit the form to the FDEP. The application letter will include details regarding the dewatering plan, temporary storage/treatment of dewatering effluent for turbidity, the location of offsite discharge points, and a review of potential contaminated sites from FDEP databases. FDEP offsite discharge permits have a duration of 5 years. Task 2.2 Bidding and Award Phase With the exception of the following, bid/quote services will be performed by the Collier County Purchasing Department. EOR will assist the County with the following: a. Assist in preparing addenda, as required, to interpret, clarify, or expand the Bidding Documents. b. Consult with and advise the County as to the acceptability of the contractor and subcontractors, suppliers and other persons and organizations proposed by the Prime Contractor for those portions of the work as to which such acceptability is required by the Bidding Documents. c. Consult with the County concerning, and determine the acceptability of, substitute material and equipment proposed by the Contractor when substitution prior to the award of contracts is allowed by the Bidding Documents. 16.C.6.c Packet Pg. 1392 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) d. Attend a pre-bid/quote conference e. Attend the bid opening, review bids, qualifications, f. Provide a recommendation letter of award along with a “Reference Log” showing date, time, and comments of all contacted references provided by the prospective contractor. Task 2.3 Public Involvement EOR and their subconsultant(s) shall complete all required public involvement services throughout the design phase. Work under this item is to include, but not be limited to, the following: a. Preparing a comprehensive mailing list for all property and business owners who will be affected by the construction with limits as shown on the most current set of construction documents. b. Preparing informational newsletter(s) which describes the project and addresses frequently asked questions. c. Press releases as necessary for notification to the public. d. Establishing and maintaining a public “Hotline.” Coordination with PUD staff will be included should this interface be required. e. Maintaining the Project Customer Service Log using PUD provided template. f. Respond to public concerns g. Attending design progress meetings, as needed, for the duration of the design. h. Secure site and develop meeting materials for the design public meeting(s). i. Create web page for project and update it weekly. 3. Phase 3 – Consultation Services During Construction Task 3.1 – Construction Administration a. Pre-Construction Meeting - The EOR will chair the pre-construction meeting to review the project scope, discuss project submittals and identify issues that need to be addressed prior to the project starting. The EOR will prepare a DRAFT Agenda at least two business days in advance of the pre-construction meeting and issue written meeting notes identifying a summary of the discussion, conclusions and any risks that have been encountered or are expected within two days after the meeting to the Project Delivery Team. b. Construction Progress Meetings – The EOR will chair the weekly/bi-weekly progress meetings to review project status and identify issues that may affect the Project. The EOR will prepare a DRAFT Agenda at least two business days in advance of each meeting and issue written meeting notes identifying a summary of the discussion, conclusions and any risks that have been encountered or are expected within two days after the meeting to the Project Delivery Team. c. Shop Drawing Reviews - EOR shall review and approve (or take other appropriate action in respect of) Shop Drawings, Samples and other data which Contractor is required to submit, but only for conformance with the design information given in the Contract Documents and compatibility with the design concept of the completed project as a functioning whole as indicated in the Contract Documents. Such reviews and approvals or other action will not extend to means, methods, techniques, sequences or procedures of construction or to safety precautions and programs incident thereto. Review of a specific item shall not indicate the EOR has reviewed the entire assembly of which the item is a component. EOR shall not be required to review partial submissions or those for which submissions of correlated items have not been received. Maintain a complete log of all submittals of shop drawings, noting the dates of first submittal and subsequent reviews and resubmittals, approval, etc. d. As-Equal Materials - EOR shall evaluate and determine the acceptability of substitute or “or-equal” materials and equipment proposed by Contractor. e. Project Schedule - The EOR shall be responsible for the review and acceptance of the Contractor’s progress schedule. The EOR shall review the schedule to ensure that all general work efforts are addressed, that the schedule is following a logical approach to the job, that it is following sound engineering and construction practices and that it identifies all critical path 16.C.6.c Packet Pg. 1393 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) work. The EOR shall monitor the schedule on a monthly basis, and after a review with the Contractor, advise the Project Manager of any areas where the Contractor appears to be falling behind. f. Project Pay Applications - The EOR shall review and approve/reject any payment requested by the contractor in an Application for Payment before the pay application is submitted to the Clerk’s office. Payment shall constitute a representation by the EOR to PUD and GMD based on the Construction inspector’s on-site observations of the work in progress as an experienced and qualified construction professional and on the EOR’s review of the applications for payment and the accompanying data and schedules that the work has progressed to the point indicated; that to the best of the EOR’s knowledge, information and belief, the quality of the work is in accordance with the Contract Documents and that the Contractor is entitled or is not entitled to the payment of the amount recommended. The EOR will process pay requests in accordance with the Florida Prompt Payment Act. All incoming pay requests processed by the EOR shall be mechanically stamped with the date received. g. Request for Information - EOR shall review and respond to all Requests for Information (RFI’s) that the Contractor submits. If required by PUD and GMD staff, EOR shall revise construction plans based on response to RFI. Maintain a complete log of all RFIs, noting the dates of first submittal and subsequent reviews and resubmittals, approval, etc h. Change Orders & Work Directives - EOR shall prepare all Change Orders and Work Change Directives during the course of the project for the Project Manager’s review and approval. i. Review the pre-construction video and pictures assessment book provided by the selected contractor. Generate a list of issues and submitted to the Project Manager no later than two (2) business days after receiving the materials from the contractor. j. Material Testing Records - Maintain records of all density, sampling and testing accomplished and analyze such records required to ascertain acceptability of materials and completed work items. The field reports for records of work and testing results shall be submitted within one week to the Project Manager. k. Preparation of Monthly Report – EOR shall prepare a monthly report of all the construction activity completed. Sections in the report should include, but not be limited to, Executive Summary, Contract Cost Status, Project Schedule, Critical Issues, RFI Status, Submittal Status, Allowance Log, Project Payment Application and Observation Reports and Project Photos. l. Permit Requirements – EOR shall monitor the construction contract to the extent necessary to determine whether construction activities violate the requirements of any permits. Notify the Contractor of any violations or potential violations and require immediate resolution of the problem. Violations must be reported to the Project Manager immediately. m. Florida Department of Environmental Protection Certifications - The EOR shall prepare and submit certification packages to the Florida Department of Environmental Protection for the completed sections of the CCWSD’S water and wastewater systems. n. Final Construction Certification – Upon issuance of a “notice of final acceptance and recommendation for final payment” the EOR will provide a signed and sealed certification stating that the Project has been completed by the construction contractor in accordance with the Plans and Specifications of the Contract Documents as amended by the EOR. All services related to the Final Construction Certification shall be provided to the Project Manager of the Project. o. Asset Management Record Information – EOR shall provide all information in the electronic format stipulated by PUD staff required to populate the PUD’s GIS and Asset Management system in place at the time of project completion. EOR shall provide all information in the electronic format stipulated by GMD staff required to populate the GMD’s GIS and Asset Management system in place at the time of project completion. p. Final Project Submittal - EOR shall provide PUD with one complete file, itemized and indexed, of all project related records at the conclusion of the Project. EOR shall provide GMD with one complete file, itemized and indexed, of all project stormwater and sidewalk related records at the conclusion of the Project. Task 3.2 – Construction Observation and Documentation EOR’s inspector (construction inspector) shall observe regular construction and testing activities related to the Project as directed by the Project Manager, including rehabilitation work. Construction/testing reports and photos of construction will be prepared by the construction inspector on a daily basis. All construction documentation will be provided no later than 7 PM on the date of construction via electronic E-mail to the Project Delivery Team and designated recipients. Both a hard copy and an electronic copy shall be kept in the project file of the EOR and given to PUD staff upon completion of the project. In similar fashion, complete copies of stormwater and sidewalk related documentation shall be given to GMD staff upon completion of the project. 16.C.6.c Packet Pg. 1394 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) The construction inspector (or activity observer) will provide the services outlined below. This section also incorporates activity observations associated with the design phase (i.e. - smoke testing, flow monitoring, inspections, etc.). a. Construction/Testing Observation – The construction inspector will conduct on-site observations and inspections of all construction/testing activities on the Project on a full or part time basis unless directed otherwise by the Project Manager to ensure that all work is completed in accordance with the Contract Documents. The Construction Inspector will inform the Project Manager, EOR, and the on-site superintendent of the construction/testing contractor of any concerns related to conformance of the work with the Contract Documents (a concern or an Issue) as an attempt to resolve any concern or issue on-site. If the concern or issue is not immediately resolved in the field, the Construction Inspector shall inform the EOR and the Project Manager in writing about the concern or issue within eight (8) business hours, but not more than one business day after the discovery of any concern or issue. The EOR will be responsible for investigating the concern or issue and resolving the same through a written directive to the construction contractor and so inform the Project Manager and the Construction Inspector in writing. This protocol will be initiated any time the Construction Inspector becomes aware of any construction that is unsatisfactory, faulty or defective, does not conform to the Contract Documents, does not meet the requirements of any inspections, tests or approval required to be made, or has been damaged before final payment. The Construction Inspector will maintain a separate Issue Resolution Log documenting any issue or concern that is conveyed in writing to the EOR, including the written directive resolving the issue or concern. b. Daily Log and Construction Documentation – The construction inspector will prepare a daily log with pictures recording activities and details related to the work on a form approved in advance by the Project Manager. Information will be recorded in the log when at the Project Site. Log entries will record all relevant aspects of the construction observed while on site including, but not limited to: construction crew (labor) details, equipment used, materials used, compliance testing and inspection performed, weather, temperature, site conditions, trench conditions, backfill material used, dewatering methods, compaction methods, location of the work, and all other details related to the Work. The log will reference the digital photographs and or video taken with appropriate file names and file locations. In addition to the construction details, the daily log will contain information related to: time and hours on the job site, weather conditions, data pertaining to questions of quantities of materials used, extras or deductions, list of visiting officials and representatives of manufacturers, fabricators, suppliers and distributors, observations in general and specific observations in more detail as in observing test procedures, conformance inspection of materials and fittings, name plate data for equipment and material installed, and other information requested by the Project Manager. Logs, photograph files and other construction documentation will be provided to the Project Manager by the Construction inspector on a daily basis in an electronic file via E-mail, on a digital CD only if requested by the Project Manager and a printed copy to be maintained on the project site in the inspector’s trailer. c. Photographic and Video Record – The Construction inspector will provide a comprehensive digital photographic record of all construction activities related to the Project. The digital file names will be referenced in the log along with a brief description of the photograph, the date and time of the photograph and the name of the photographer. The digital files will be transferred via E-mail to the Project Manager on a daily basis, to a digital CD if requested by the Project Manager and submitted on a daily basis along with the construction documentation. The photographs may be electronic sent via E-mail to the Project Manager on a daily basis. If requested by the Project Manager, pictures will be printed in high resolution color, two captioned photos per 8 ½” x 11” sheet, printed one side only. The prints if requested will be provided to the Project Manager when needed. If requested by the Project Manager, Video will be provided in digital format on DVD bi- weekly. d. General Coordination – The Construction inspector will coordinate all activities related to the Project between the construction contractor, the EOR and the Project Manager. The Construction inspector will oversee substantial and final completion inspections, and prepare and maintain the punch list, including follow-up inspections to ensure that punch list items are corrected and/or completed. e. Observe Regulatory Agency Inspections – The inspector will accompany visiting inspectors representing any regulatory agencies having jurisdiction over the Project and will record all discussions and the outcome of these regulatory inspections in the logs. The inspector will always notify the Project Manager prior to any such inspections. f. Substantial Completion Inspections – The Construction inspector will conduct substantial completion inspections when requested by the construction contractor and the EOR recommends that the work is sufficiently complete to warrant a substantial completion inspection. During the substantial completion inspection the Construction inspector will prepare a punch list of items requiring completion or correction to the satisfaction of the EOR and the Project Manager. The Construction inspector will be responsible for maintaining the punch-list and issuing updates to the punch-list on a weekly basis. The Construction inspector will coordinate and participate in the final walk-through to ensure that the punch-list items are completed to the satisfaction of the EOR and the Project Manager. All services related to the Substantial Completion Inspection shall be provided in writing and pictures to the Project Manager for the Project. g. Final Completion Inspection - Upon the request of the construction contractor and concurrence of the EOR and the Project Manager, the Construction inspector will conduct final inspections of portions of the project, as they are finished to 16.C.6.c Packet Pg. 1395 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) determine if construction has been completed in accordance with the Contract Documents and the construction contractor has fulfilled all obligations therein. Based on the results of the final inspection, the EOR, Project Manager, and the Construction inspector will judge the work complete or not complete. If the work is judged complete, the Construction inspector will issue a “notice of final acceptance and recommendation for final payment”. If the work is judged not complete, the Construction inspector will issue written instructions to the construction contractor identifying the work judged not complete. Upon provision of the construction contractor evidence or assurance that the deficiencies noted above have been corrected or completed, a second final inspection will be scheduled to verify that the outstanding issues have been resolved and the Construction inspector can issue a “notice of final acceptance and recommendation for final payment”. All services related to the Final Completion Inspection shall be provided to the Project Manager of the Project. h. General Management and Oversight – The Construction inspector will provide support services customarily related to the construction observation and inspection of similar projects including, but not limited to: 1. Participate in a pre-construction meeting with the Project Manager, EOR, and the general contractor. 2. Participate in project progress meetings as described or implied herein. 3. Review and verify correctness of the construction contractor’s monthly quantities and recommend approval to the EOR. The Construction inspector’s recommendation of monthly quantities shall constitute a representation by the Construction inspector to the EOR & Project Manager as an experienced and qualified professional, that based on Construction inspector’s onsite observations and inspections of construction in progress, that the construction quantities in the applications for payment accurately reflect the progress of the work and that the work is constructed in accordance with the Contract Documents. 4. The Construction inspector will review the monthly updates to the construction schedule prepared by the construction contractor and provide written comments to the Project Manager and EOR. 5. The Construction inspector will provide such field testing and verification that all materials, equipment and supplies installed or utilized on the Project are in full accordance with the Contract Documents and approved Shop Drawings provided by the EOR. i. Coordination of Shop Drawings, Contract Interpretations and Clarifications – The Construction inspector will coordinate with the EOR regarding the issuance of interpretations and clarifications of Contract Documents during construction upon review and approval of the Project Manager. The EOR shall be responsible for technical review and decisions regarding interpretation and clarification of Contract Documents. The Construction inspector shall coordinate the EOR decisions and responses with the construction contractor. j. Monitor Project Records – The Construction inspector shall monitor all required Project records, including but not limited to delivery schedules, inventories and construction reports. k. As Constructed Field Drawings – The Construction inspector shall maintain red pencil “mark-up” notations and sketches on full size construction plans that reflect the actual details of constructed facilities. These Constructed Field Drawings will be used by the Construction inspector to validate the “As Built” documentation provided by the construction contractor. The Construction inspector will notify the Project Manager, EOR and the construction contractor of any differences in the documents maintained by the general contractor and the Construction inspector on a weekly basis for resolution by the EOR. Consultant shall also submit record information in PUD GIS format for integration into the current GIS system. In addition, information shall be submitted for entry into the PUD’s asset management system. In similar fashion, the Consultant shall also submit stormwater and sidewalk record information in GMD GIS format for integration into the current GIS system. In addition, information shall be submitted for entry into the GMD’s asset management system. l. Start-up and Re-commissioning Support – The Construction inspector will assist the Project Manager, the EOR, and the construction contractor during start-up of each segment designated for Beneficial Use by the EOR and Project Manager, including but not limited to general coordination between the EOR, Project Manager, and construction contractor. Task 3.3 – Public Involvement Public Involvement – EOR and their subconsultant(s) shall complete all required public involvement services throughout the project. Work under this item is to include, but not be limited to, the following: a. Preparing a comprehensive mailing list for all property and business owners who will be affected by the construction with limits as shown on the most current set of construction documents. 16.C.6.c Packet Pg. 1396 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) b. Preparing project contact cards which allow the contractor to continue working uninterrupted and will ensure that the public and media are receiving the most timely and accurate information. Politically sensitive issues would be immediately brought to the attention of the Project Manager. c. Coordination with property owners and public services affected by construction, (e.g. garbage pickup, USPS, public schools (buses), development of road closure notices by GMD staff, etc.). d. Preparing as required newsletter(s) which describes the project and addresses frequently asked questions in a monthly basis e. Press releases as necessary for notification to the public of relevant construction activity. f. Contacting businesses individually, either personally or by phone, as necessary to inform those businesses closely affected by the construction activities. g. Establishing and maintaining a public complaint “Hotline.” Coordination with PUD staff will be included should this interface be required. h. Maintaining the Project Customer Service Log using PUD provided template. i. Respond to public concerns j. Attending weekly/bi-weekly progress meetings, as needed, especially during heavy construction, for the duration of the project. k. Attending other meetings as needed, (e.g. Palm River Master Association annual meeting). l. Secure site and develop meeting materials for the construction public meeting. m. Create web page for project and update monthly. Task 3.4 – Warranty Services The EOR and his team will provide warranty services for one (1) year after the final completion of the project construction. Work under this item is to include, but not be limited to, the following: a. Post Construction walk thru: Generate a list of warranty issues and coordinate with the contractor and residents until the issues are solved. b. Review the post construction video and pictures provided by the contractor. c. Keep a log of all warranty issues. d. One (1) Year Warranty walk thru with the contractor and County Staff. Task 3.5 – Additional Services a. Additional Services (only as authorized in writing) –In accordance with the contract or purchase order, in the event that other services may arise during the course of the work but were not envisioned as part of the original or amended scope of work; EOR shall submit a proposal to perform Additional Services prior to the performance of the work. The proposal shall include the specific services to be performed, time to complete, compensation, and an explanation as to why the services were not previously envisioned as part of the scope of work. The proposed Additional Services must be approved by the Project Manager in writing in advance of performance of said Additional Services. Failure to notify the Project Manager in writing of Additional Services shall be deemed a waiver of any claim by the EOR team that such services were Additional Services. Written authorization from the Project Manager will be required for any charges that exceed the predetermined upper limit. RESPONSE FORMAT AND SCORING CRITERIA FOR DEVELOPMENT OF SHORTLIST: Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or your proposal may be deemed non-responsive 16.C.6.c Packet Pg. 1397 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings) Evaluation Criteria Maximum Points 1. Ability of Professional Personnel 20 Points 2. Certified Minority Business Enterprise 5 Points 3. Past Performance 25 Points 4. Project Approach, Willingness to Meet Time and Budget Requirements 20 Points 5. Location 10 Points 6. Recent, Current, and Projected Workloads of the Firm 20 Points TOTAL POSSIBLE POINTS 100 Points For complete explanation of each evaluation criteria, please see the file titled “RPS Instructions” included with this advertisement. VENDOR CHECKLIST Vendor should check off each of the following items as the necessary action is completed (please see, Form 2: Vendor Check List): The Solicitation Submittal has been signed. All applicable forms have been signed and included, along with licenses to complete the requirements of the project. Required Reference Questionnaires have been completed for previous projects and included with the proposal. Any addenda have been signed and included. All grant requirements have been reviewed and forms completed (if applicable). Division of Corporations - Florida Department of State – http://dos.myflorida.com/sunbiz/ (If work performed in the State). E-Verify/Immigration Affidavit (Memorandum of Understanding). 16.C.6.c Packet Pg. 1398 Attachment: 19-7593 Solicitation (10569 : Palm River Utility Improvements - Design Rankings)