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Request for Proposals - Cary/Apex Water Treatment Facility Phase III Expansion and Improvements Project

Project No: WT1148
August 11, 2010

I. INTRODUCTION

The Towns of Cary and Apex are seeking statements of qualifications and proposals from qualified firms for the Phase III Expansion and Improvements Project (40 to 56 MGD) at the Cary/Apex Water Treatment Facility (CAWTF).

The CAWTF is a potable surface water treatment plant located at 1400 Wimberly Road, Apex, NC in western Wake County. The plant’s current treatment capacity is 40 MGD and the facility utilizes Jordan Lake as a raw water source. Raw water is supplied to CAWTF via 42” and 30” dual raw water mains by a Raw Water Pump Station (RWPS) located on the eastern shore of the lake at the US Hwy 64 causeway bridge.

The CAWTF utilizes Superpulsators rated at 3.66 gpm/sq.ft. and dual media filters (anthracite-sand) rated at 4.0 gpm/sq.ft. as core treatment processes. Ozone is used for raw water pretreatment and for treatment of settled water. Primary treatment chemicals used are aluminum sulfate, powdered activated carbon, sodium hydroxide, sodium hypochlorite, and anhydrous ammonia. Additional chemicals used are coagulant and filter-aid polymers, an ortho/poly-phosphate blend for corrosion control, and hydrofluorosilicic acid as a fluoridating agent. Finished water is supplied to the Town of Cary and Apex systems via 42” and 30” dual finished water transmission mains along Wimberly and Jenks Roads.

The next phase of expansion of the CAWTF will provide expansion and improvements for treatment, pumping, and conveyance facilities for a sustained plant capacity of 56 MGD. The project will also provide plant equipment and process improvements to adequately address aging infrastructure and future regulatory issues and provide for continued provision of high quality finished water to the Towns of Cary and Apex and their customers.

A Preliminary Engineering Report has been prepared for the proposed facilities in this project. Electronic copies of these documents will be provided upon request to those firms wishing to submit a proposal for this project. A separate permitting effort by others is already underway. Current information regarding the permitting initiatives may be obtained by contacting the Town’s project manager. All permitting not already underway by others that is required to construct the project in the final design will be included in the scope of services for this project.

Following is a list of additional recently completed studies and reports that the selected consultant shall utilize and consider in the conduct of this project:

  • Preliminary Engineering Report (HDR – 2010)
  • CAWTF Phase II Residuals and Chemical Feed Facilities Engineer’s Report (HDR – 2008)
  • CAWTF Contingency Planning for Treatment of Poor Quality Raw Water Study Report (Hazen & Sawyer – 2009)
  • Water System Master Plan Update (CH2M Hill – 2009)
  • Initial Distribution System Evaluation Final Report (CDM – 2008)
  • Record Drawings of all facilities currently in service

A short-list of engineering consultants may be selected from among those submitting proposals on this project for further presentations and interviews.

II. PROJECT SCOPE

A. Preliminary Engineering Report

The preliminary engineering report, already compiled by others, will be provided as a basis of design for this project. The assumptions, demand projections, and general data included in the preliminary engineering report shall be verified, updated or otherwise confirmed by the selected engineer prior to utilizing for design purposes. All data, assumptions and supporting analysis utilized by the selected engineer shall be the responsibility of the selected engineer to confirm and validate with their own forces.

B. Preliminary Design

The selected consultant shall complete a preliminary design analysis that culminates in a comprehensive Preliminary Design Report that will serve as the basis for the design of all processes and facilities associated with this project. The Preliminary Design Report shall be updated as a Final Design Report at the completion of the design phase to reflect any changes that may arise during the actual design. The Final Design Report shall also be updated following any potential changes/revisions/corrections implemented during the regulatory review process.

The selected consultant shall conduct preliminary design workshops with Town staff to review key elements of the design. These workshops will be an opportunity for collaborative discussion regarding the Town’s goals and objectives for each key design element, provide an opportunity for the selected consultant to offer suggestions for each key design element, as well as establish a framework for critical decision making for each key design element.

At a minimum, the selected consultant shall conduct the following preliminary design workshops in conjunction with Town staff: Kickoff Workshop, Process/Regulatory Workshop, Raw Water Intake and Pumping Workshop, Capacity Assurance Workshop, Long-term Space Planning/Architectural Workshop, Residuals Management Workshop, and a SCADA/Instrumentation & Controls Workshop. The selected consultant may also propose and conduct any additional preliminary design workshops that they deem appropriate for completion of the Preliminary Design Report. Prospective consultants are encouraged to provide further relevant information on their proposed preliminary design efforts.

Kickoff Workshop

The selected consultant shall conduct a project kickoff workshop. The purpose of this workshop will be to introduce the project design phase participants, lay out the schedule and proposed sequence of events, step through the consultant’s approach to completing the design, define expectations of schedule compliance, plan for coordination with the Town’s design team, and to begin work on the project.

Process/Regulatory Workshop

The purpose of this workshop will be to review the plant treatment processes with a goal of insuring long term regulatory compliance. A key focus area shall be long term compliance with the pending Stage 2 Disinfectants/Disinfection Byproduct Rule. The Town is currently completing a capital project that includes chemical improvements at the CAWTF with the intent to better position the Town for compliance with the Stage 2 D/DBP rule. The selected consultant shall work with the Town to review plant performance data from the new process improvements and develop a plan to further analyze this issue during the design for this project such that any additional process improvements needed for long term regulatory compliance are adequately incorporated into the design for this project. Another key focus area for this design element shall be to consider any future regulatory requirements which may impact the design for this project and to consider the CAWTF treatment process ability to treat for emerging contaminants of concern.

Raw Water Intake & Pumping Workshop

The purpose of this workshop will be to develop a comprehensive plan for the expansion and upgrade of all Raw Water Pump Station (RWPS) facilities in order to support the expansion of the CAWTF and to provide for reliable supply of raw water to the plant for the long-term. A key focus area in that regard will be consideration of a new emergency level raw water intake which will allow raw water withdrawals during periods of extremely low lake levels. This workshop shall also consider operational impacts of establishing a new emergency level intake and explore options for being able to purge poor quality raw water from this intake such that this new intake can periodically be exercised and utilized without causing negative impacts to the treatment process at the CAWTF. This workshop shall also refine the raw water pumping strategy as outlined in the Preliminary Engineering Report for this project, establish criteria for pump selection, and review pre-treatment chemical system needs at the RWPS. (The RWPS is currently equipped with Powdered Activated Carbon and Potassium Permanganate chemical feed systems.)

Capacity Assurance Workshop

The purpose of this workshop will be to ensure that all facilities and unit processes associated with this project are capable of supporting a sustained capacity of 56 MGD for the CAWTF. The Town’s desire for this project is to expand the capacity of the CAWTF such that the facility is capable of meeting a sustained demand of 56 MGD rather than a single peak day of 56 MGD. This workshop shall establish the framework for designing the expansion and upgrade of the CAWTF in this fashion.

This workshop shall provide a review of existing water demand projections from various studies previously conducted for the Towns of Cary, Apex, Morrisville, Wake County Portion of RTP and other areas included in the CAWTF service area. The demand projections shall be reviewed in the context of construction planning to determine the best available options for making design improvements operational and accurately planning for construction scheduling. This workshop shall provide a discussion of contingency planning for any potential delays in construction and include an assessment of at least 3 backup options to meet peak water demand if construction is temporarily delayed.

This workshop shall also provide coordination with raw water conveyance and finished water transmission improvements planned by the Town in future capital projects and verify and determine pipeline sizing and pressure demands coinciding with a 56-MGD rating of CAWTF.

The Town recently completed a study of drought induced poor raw water quality. This workshop should provide for discussion of this issue and plan for any appropriate design considerations and strategic operational planning to be incorporated in this project with regards to extreme poor quality raw water and how poor water quality could affect a sustained 56-MGD rating of CAWTF. This would include a discussion of operating impacts, increased backwash cleaning requirements, etc. and how these factors may impact suggested design improvements.

Long-term Space Planning/Architectural Workshop

The purpose of this workshop will be to establish a comprehensive site space plan for CAWTF processes, infrastructure, and support facilities as well as staff workspace planning for the expanded facility. This planning should identify potential site space and workspace needs for future facility expansions. Key focus areas for this design element shall be the comprehensive long term CAWTF site space plan, administration building (including conference and training space), laboratory, operations control and residuals dewatering workspaces at the CAWTF. Consideration and evaluation shall also be provided for the ability of CAWTF to accommodate a larger staff as needed to operate and maintain a 56 MGD facility. The selected consultant shall evaluate the cost/benefit analysis of reprogramming existing building layouts versus constructing new building space. Other key focus areas include process chemical storage as well as chemical offloading and containment facilities. As a deliverable, the selected consultant shall prepare a long range conceptual layout that accommodates space planning utilizing existing process technology through a potential 64-MGD expansion.

Residuals Management Workshop

The purpose of this workshop will be to coordinate the design of facilities associated with this project with residuals facilities improvements currently under construction at the CAWTF and scheduled for completion in August 2010. The capital project currently underway has expanded capacity and upgraded the CAWTF residuals handling processes by adding equalization facilities for combining all plant waste streams and a new Densa Deg clarifying and thickening process. The design of expanded and upgraded treatment processes at CAWTF shall be designed for seamless operation with these new residuals facilities. This workshop shall evaluate options for expanding residuals dewatering capacity for the future including materials handling options, especially truck loading. Additionally, this design element should evaluate any needs for additional facilities such as thickened sludge or dewatered cake storage, cake truck loading facilities allowing simultaneous loading with multiple centrifuges in operation, and truck loading scales.

SCADA / Instrumentation & Controls Workshop

The purpose of this workshop will be to coordinate the philosophy and approach for addressing SCADA upgrades, general controls technology and instrumentation. Recently, the Town has completed design guidelines enterprise SCADA solutions in a final design report for the Western Wake Wastewater Management Facilities. The report includes guidance for developing non-proprietary programming standards, software selection, connectivity, scalability, security, performance, maintainability and other criteria which ensure regular updates can be made in a safe and reliable manner. These guidelines shall serve as the basis for all SCADA upgrades and utilized to the extent compatible with the existing radio based SCADA system.

Additionally, this design element shall focus on evaluating technologies for monitoring water quality in the distribution system and communicating that information to SCADA to be monitored at the CAWTP control center. The preliminary design effort shall focus on at least three technologies for real time water quality monitoring and provide at least 2 vendor presentations on the capabilities of this technology. The detailed design phase shall include design for real time water quality monitoring following on the recommendations from preliminary design, and contract provisions to interconnect real time water quality monitoring with the CAWTP SCADA system.

The selected consultant shall prepare a Technical Memorandum summarizing the findings and design planning for each key design element / workshop. These Technical Memoranda shall be incorporated into the comprehensive Preliminary Design Report. The Preliminary Design Report shall be updated at the completion of final design into a comprehensive Final Design Report. Additionally, the Final Design Report shall be updated to reflect any substantive changes originating with the regulatory review process such that the Final Design Report is current and accurate leading into the construction phase of the project.

C. Detailed Design Phase

Capacity – CAWTF Treatment Process and Pumping

1. CAWTF design capacity

  • The selected consultant shall consider “design capacity” to be the sustained output of finished water from the CAWTF to the distribution system for an extended period of time (not for a single or a few consecutive maximum demand days while also significantly relying on water system storage).
  • The selected consultant shall design for a CAWTF capacity of 56 MGD.
  • The design shall also provide for raw water intake, raw water pumping, and finished water pumping firm capacities suitable to support a CAWTF sustained capacity of 56 MGD.
  • Hydraulic loading rates for all new processes and facilities shall be consistent with those currently in use at the CAWTF.

2. Raw Water Pump Station (RWPS)

  • Intake Screens and pipelines – design for replacement of intake screens to increase the intake capacity to desired capacity
  • Plan for replacement as needed of wet well gates, valves, and other appurtenances associated with the RWPS intake facilities.
  • Pump station – design for new installation for capacity increase and improvements and/or upgrades to existing equipment for the following:
    • Raw water pumps, motors, and variable frequency drives
    • Wet well structure
    • Emergency power generators
    • Electrical switchgear
    • Pump station services building
    • Pretreatment chemical feed systems
    • Instrumentation, controls, and SCADA systems

3. Raw Water Transmission

  • Raw water transmission pipeline expansion and improvements from the RWPS to the CAWTF are not included as part of this project.
  • The selected consultant shall design for improving redundancy and reliability of the single 54” raw water transmission pipeline on the CAWTF plant site.

4. High Service Pump Station (HSPS)

  • Design for new installation for capacity increase and improvements and/or upgrades to existing equipment as needed for the following:
    • Finished water pumps & motors
    • Primary power supply
    • Emergency power generators
    • Electrical switchgear
    • Pump station building and facilities
    • Instrumentation, controls, and SCADA systems
  • Make recommendations for additional pumping to meet capacity needs

5. Finished Water Transmission

  • Finished water transmission pipeline expansion and improvements from the CAWTF to the distribution system are not included as part of this project.
  • The selected consultant shall coordinate design for the CAWTF with the recently updated Town of Cary Water System Master Plan in which certain finished water transmission improvements are planned for.
  • The selected consultant shall design real time water quality monitoring upgrades for the distribution system with communications back to the CAWTP SCADA system.

6. Raw Water Reliability and Treatability

  • Evaluate options and design for emergency raw water intake level for increasing flexibility and reliability of the intake structure during periods of extremely low water levels in Jordan Lake
  • Coordinate design criteria for plant process improvements to increase the ability of the CAWTF to handle severe raw water quality excursions

Water Treatment Technology and Processes

1. On-site Raw Water Transmission – the selected consultant shall design for improving redundancy of on-site raw water transmission

2. CAWTF Treatment Technologies and Processes

· Design for capacity expansion of all CAWTF treatment processes, including but not limited to coagulation, solids separation, filtration, disinfection, storage and associated chemical systems and other appurtenances and make recommendations for upgrades and improvements to existing equipment.

· The selected consultant shall plan for expansion of the CAWTF utilizing existing processes currently in operation at the facility. Key components of the process currently used are Superpulsators for solids removal, raw and settled water ozone, dual media filtration, primary disinfection using free chlorine, and chloramination for residual disinfection.

· The selected consultant shall design CAWTF treatment processes for long term compliance with regards to current and known and anticipated future regulations and make recommendations for upgrades, improvements, additions, or other options to effectively and efficiently meet those regulations for the long term future. Including but not limited to:

    • Stage 2 D/DBP Rule
    • LT2 ESWT Rule
    • Lead/Copper
    • Distribution System Rule (proposed)
    • Etc.

· Design for transition of existing ozone cooling water system to a closed loop cooling water system for increased system reliability and efficiency. Current design utilizes post-filter water for cooling water supply.

· Evaluate the relationship between plant treatment processes and distribution system water quality issues and design for monitoring water quality in the distribution system and communicating that information to SCADA.

· Evaluate options and make recommendations for additional on-site water use efficiency, recycling, and/or reuse opportunities

· Consider and evaluate Partnership for Safe Water requirement impacts for any design or recommendations made.

III. PROJECT GOALS

1. Sustained Plant Capacity of 56-MGD

One of the leading goals of this entire project is to design and subsequently construct plant upgrades and improvements that provide a sustained and comprehensive approach toward meeting a 56-MGD rating for the entire plant. At the end of this design process, all parties should be confident and assured that ALL systems throughout the plant are fully and reliably capable of meeting and operating at the 56-MGD rating.

2. Provide a Fresh Perspective

The Preliminary Engineering Report has provided a thorough evaluation of the design alternatives involved with the CAWTF Phase III expansion project. While the PER provides a thorough review of the many design issues associated with the project, the Town welcomes a fresh perspective with new ideas for how to best serve the long term interests of the facility owners. In instances where the PER provides a basis for design in which the conclusions and recommendations are well established, the selected consultant will be expected to refine selection criteria, cost estimates, design alternatives, etc.

3. Analyze Alternatives Prior to Making Major Decisions

Throughout the design process for this project, several design decisions will be made. Design decisions will certainly have long term consequences and impact maintenance and operation of these facilities. During the design phase of the project, the selected consultant will be expected to evaluate potential alternatives prior to finalizing major design decisions, which will include receiving input from the key stakeholders involved with the project in evaluating various alternatives. One of the primary goals of this project is to conduct a thorough examination of alternatives at decision points and maintain a clear, long term record of why certain key decisions were made.

4. Design for Energy Efficiency

Due to the size and scale of this project, designing for energy efficiency could provide a significant savings on operations costs that could be realized for the foreseeable future. In order to provide cost savings to the citizens served by this project and to minimize the impacts of increasing energy costs, the selected consultant will be asked to provide a design plan with an emphasis on energy efficiency. As part of designing for energy efficiency, the selected consultant will be tasked with identifying conflicting goals, for example when designing for energy efficiency adversely impacts cost and providing the necessary analysis required in making an informed decision that best serves the interests of the facility owners.

5. Minimize Environmental Impacts

In the design of this project, the selected consultant shall proceed with design planning that minimizes environmental impacts and avoids impacts altogether when possible.

6. Plan for the Future

The CAWTF facilities included in this project will be designed to accommodate subsequent design capacity for the foreseeable future. The selected consultant shall design expansion, upgrades and improvements in a manner that facilitates potential further expansion of the CAWTF in the future.

7. Design for Ease of Operation and Maintenance

Long after the design and construction have been completed, Town personnel will be involved with operating and maintaining the CAWTF and other facilities associated with this project. As a goal of this project, the selected consultant will be tasked with providing a design and conceptual plan that incorporates operational concerns and the ability to maintain processes and equipment without undue problems and difficulties. As an example, the selected consultant may analyze spatial requirements for routine operations and assure that suitable accessibility for operation and maintenance of all critical systems is incorporated into the project design.

8. Design for Compatibility

As a goal of this project, the selected consultant will be responsible for identifying examples such as pumps, valves, local controls, instrumentation systems, etc. and implementing a design plan that provides compatibility with other existing and/or currently specified systems. Another focus of compatibility for this project will include consistency within an established design philosophy and architectural style.

9. Design to Blend with the Community

The potential for long term community growth and development around CAWTP is a real and tangible design consideration. As a goal of this project, the selected consultant will be expected to design the facilities in a manner that reduces noise, traffic impacts, light spillover, etc. Additionally, the selected consultant will be expected to provide a landscape design in association with the project that complies with Apex landscape buffer standards.

10. Coordination with Outside Stakeholders

An important goal of this project is to have effective communications and coordination with outside stakeholders that will be affected by the project. Such stakeholders could be municipal planning staff, developers, county inspectors, utility service providers, NCDOT, environmental regulators, Engineers, and citizens.

11. Design for Emergency Maintenance and Repair

At some time during the operation of the facilities included in this project, it will become necessary to conduct emergency repair operations. With respect to design considerations, a goal of this project is the design of facilities in a manner that will facilitate these potential emergency repairs. For example, access hatches or covers should be specified at sufficient dimensions to accommodate the removal of all appurtenances within the structure for which it serves access. Sufficient space considerations should be made to assure the quick accessibility of equipment as necessary to conduct repair operations. These and many other considerations of design criteria to accommodate emergency repairs and general accessibility will be considered guiding principles for this project.

IV. PROJECT SCHEDULE

Timing is important to the planning and initiation of this design services contract. As a goal, the proposed upgrades are planned to be operational by mid-year 2015 at the earliest. Depending upon revised demand projections, this schedule may be pushed to mid-year 2016 or later. Prospective consultants should provide anticipated scheduling with sufficient detail as part of their proposal package.

At such time after preliminary engineering and after the completion of revising demand projections, a worksession shall be planned with Town staff to discuss critical path upgrades for CAWTP and upgrades, which can be postponed until 2016 or later. This may necessitate the provision of a phasing plan up to a maximum of 3 separate contracts to stagger the overall plant expansion construction work. The selected design team shall be prepared to design, draft, permit and submit up to 3 separate phases of contract manuals and drawings depending upon the results of this worksession. In the event that the proposed upgrades are divided and staggered with up to 3 separate contracts, the selected design team shall prepare a contract coordination phasing plan to be submitted with each contract manual that delineates the responsibilities, coordination, staging and other pertinent coordination efforts to be completed by each prospective construction contractor.

V. SCOPE OF SERVICES

Proposals shall describe the firm’s approach to addressing the following project requirements.

1) General

· The selected consultant shall conduct a project kickoff workshop and additional workshops, at a minimum, as previously described herein. The purpose of these workshops will be to introduce the project design phase participants, lay out the schedule and proposed sequence of events, step through the consultant’s approach to completing the design, coordinate design elements of this project with existing facilities and other projects currently underway, define expectations of schedule compliance, plan for coordination with the Town’s design team, and to begin work on the project.

· The selected consultant shall provide their own site surveys.

· Make appropriate recommendations regarding adjustments in the project scope to meet project objectives in a more efficient, effective or innovative manner;

· Identify opportunities for cost savings;

· Prepare technical memoranda of general design considerations, for the Town’s review and approval, to present initial assumptions, alternatives identified and evaluated and clearly document decisions made during this portion of the project.

· All technical memoranda and reports shall be submitted in electronic form to the Town in read-only MS-Windows compatible format (including both .pdf and HTML formats). All drawings shall be CAD generated and shall be provided on electronic media downloadable onto an AutoCAD based system.

· Conduct sufficient review meetings for all technical memoranda, providing an appropriate quantity of printed materials for review by the Town at least two weeks prior to the review meeting.

2) Architectural Evaluation

Architectural styling of any new facilities shall conform to the approved architectural facilities at the CAWTF.

  • Conduct a space needs analysis for work spaces at the CAWTF in the following areas:
  • CAWTF laboratory
  • Operations control room
  • Conference and training space
  • Design for expansion or provision of space associated with the above activities.
  • Evaluate alternate building layouts to meet structural and building space needs and optimize functionality while facilitating future improvements and expansions.

3) Electrical

  • Electrical work shall be seamlessly coordinated with existing facilities in the CAWTF and associated facilities.
  • Evaluate alternatives and make recommendations for electrical service, auxiliary power, field instrumentation, process controls and functional descriptions;
  • The selected consultant shall provide design of all electrical wiring, conduits, ductbanks, etc. to support all elements of the project.
  • Designs shall facilitate potential future expansions.
  • Prepare an electrical/auxiliary power evaluation technical memorandum for the Town’s review and approval, to clarify and document the results of this portion of the project and present any alternatives evaluated.

4) Instrumentation and Controls

  • Instrumentation and control work shall be seamlessly coordinated with the existing systems of the CAWTF and all associated facilities.
  • The selected consultant shall evaluate the existing CAWTF process control and SCADA systems and make recommendations for hardware or software system upgrades or improvements to allow these systems to serve the expanded facilities well into the future.
  • The selected consultant shall design and specify all field instrumentation and on-site data transmission facilities associated with this project;
  • The selected consultant shall provide functional descriptions for all systems and facilities requiring remote monitoring and control;
  • Prepare an instrumentation and process functional description technical memorandum for the Town’s review and approval, to clarify and document the results of this portion of the project and present any alternatives evaluated.

5) Final Design

· The selected consultant shall review the recommendations of the PER; shall conduct design development meetings with the Town to confirm these recommendations and propose any changes that they believe would improve the project.

· The selected consultant shall deliver a final design report outlining all of the engineering criteria, assumptions, cost evaluations and alternatives analyses utilized to formulate final design criteria. This plan shall include a facility design and operation philosophy, including but not necessarily limited to: design flows, TDH analysis and pipe sizing alternatives including an analysis of life cycle operation costs, project phasing through buildout, pumping equipment selection, pipe material selection, level of automation, redundancy, safety, security, noise abatement, elimination of light spillover, buffering of adjacent properties from the impacts of activities on the site, required coordination of off-site pipelines and related facilities, site access, future expansion capabilities, power requirements, and hydraulic performance.

· Major conceptual design items to be addressed with raw water pump station improvements include sizing and staging of pumps to match changing flow conditions. Other items that shall be discussed in brief are the other major systems that will be included with the pump station, including, but not limited to: buildings, surge control, primary and backup power, flow measurement, pump control, telemetry/SCADA, phone service, power availability, etc.

· A preliminary cost estimate shall be provided for the construction of the recommended facilities associated with this project. Construction costs shall be itemized and each shall be detailed enough so that costs of individual major systems and project elements are identified. Cost estimates shall be updated periodically throughout the final design phase.

· After receiving approval from the Town, the selected consultant shall prepare final plans, specifications and contract documents for all items required for the successful construction of this project.

· Provide any additional permitting and regulatory work that will be required to coordinate this project with the initial permitting work performed for the overall project and facilitate seamless progress of the project with the PER, EA/EIS and 201 plan being prepared by others.

· Obtain all necessary regulatory approvals, including but not limited to NC DENR Public Water Supply Section, NC DENR Division of Water Quality, NC DENR Air Quality, Construction Grants and Loans, sedimentation and erosion control, all local jurisdiction site plan approvals including Apex & Wake County, NC Department of Insurance approval, NCDOT encroachments, and all other approvals not being acquired by others that will be required to construct these facilities.

· The selected consultant shall conduct any studies, field work (i.e. wetland delineations, etc.), produce any documents, fill out any applications, and obtain any permits and encroachments that are required to build and operate the proposed facilities. The items that are presumed to be required have been mentioned previously in this document, but others may be identified in the Preliminary Engineering Report. All field work and document compilation and production are the responsibility of the selected consultant. All fees associated with the permits, encroachments, etc., will be paid by the Town.

· Throughout final design, the Engineer shall meet with the Town’s representatives for review and comment on the design (minimum at 10%, 25%, 50%, 75%, 90% and 100% design completion). Sufficient review documents shall be provided as necessary to facilitate effective review. Establishing criteria for each design milestone shall be a topic covered at the kickoff meeting for this project. The selected consultant and the Town will clearly establish the expectations of this project requirement at that time. The Town will have final review and approval authority for the criteria established for key project design milestone criteria.

· Design the selected alternatives for electrical service, auxiliary power, SCADA interface and field instrumentation;

· Specify control functionality for each system included in the project;

· The selected consultant shall perform all necessary site and pipeline route surveys and geotechnical investigations associated with this project. The selected consultant shall provide and maintain any additional control points throughout the life of the project. These costs shall be included as sub-parts of the design cost for this project;

· Incorporate all technical memoranda described elsewhere herein into the final design report;

· Incorporate all design calculations, in read-only Windows format (.pdf, .tif, or equal) on CD-ROM, after bidding and prior to the notice to proceed for construction in to the final design report;

· Track potential equipment providers for the project and identify equipment options, competitors, warranty comparisons, prior installations, etc. Pre-qualify equipment providers as necessary.

· Provide a sufficient quantity of printed and suitably bound copies of the final design report to the Town prior to the beginning of construction, including all revisions due to addenda.

· All contract drawings shall be CAD generated. A copy of the final construction drawings for each prime construction contract, including all revisions due to addenda, shall be provided to the Town on CD-ROM, in AutoCAD-based format, after bidding and prior to the notice to proceed for construction. After construction is completed, record drawings shall be prepared and provided to the Town as two sets of large format reproducibles (mylar or polyester film) as well as three sets on CD-ROM in AutoCAD-based format and in read-only Windows-compatible format (.pdf, .tif, or equal).

· The Engineer shall prepare contract specifications for each prime construction contract on word processing software compatible with Microsoft Word. A copy of the final specifications for each prime construction contract, including all revisions due to addenda, shall be provided to the Town on CD-ROM, in MS Word format and in read-only Windows format (.pdf, .tif, or equal), after bidding and prior to the notice to proceed for construction.

· Additionally provide at least ten (10) printed and bound copies of construction documents (drawings and specifications) for each prime construction contract, including all revisions due to addenda, for use by the Town during construction.

· Respond to requests for documents by outside authorities who may be funding portions of the project such as Construction Grants and Loans.

6) Constructability Reviews and Cost Estimates

· The Engineer shall provide constructability reviews and construction cost estimates at least upon 25%, 50%, 75% and 90% design. A final construction cost estimate shall be provided upon advertising for bids. Prospective consultants shall provide detailed explanation and rationale in their proposal regarding the 25%, 50%, 75% and 90% milestones and what these milestones mean to the consultant in terms of deliverables, completion targets, etc.

· Maintain a summary schedule of project costs that tracks changes in the costs of each unit process area and major system component throughout the design until advertisement for bids.

· Each technical memorandum shall include a section that addresses cost impacts of recommendations.

· Cost estimate updates shall be an agenda item at every design meeting.

7) Value Engineering

· The Town reserves the right to select a firm to conduct an independent Value Engineering (VE) analysis at approximately 50% design.

· The selected consultant shall coordinate with and cooperate with the VE firm if pursued.

· The selected consultant shall provide sufficient quantity of drawings and specifications for use by the Town and the Value Engineering firm. The selected consultant shall incorporate items/suggestions from the session into the final design as directed by the Town.

8) Bid Period

· The selected consultant shall assist the Town in advertising the project for construction bids.

· The selected consultant shall provide and distribute plans and specifications to bidders, designated planholder’s agencies, and keep a log of planholders.

· The selected consultant shall assist the Town in advertising the project for construction bids.

· The selected consultant shall receive inquiries and issue all necessary clarifications and addenda during the bid period.

· The selected consultant shall review all pre-bid submittals and approve or disapprove the pre-bid submittals, providing feedback to contractors and equipment suppliers as necessary. The Engineer shall allow opportunity for Town review of all pre-bid submittals.

· The selected consultant shall assist the Town in receiving and evaluating bids and shall provide a recommendation of award;

· Conduct pre-bid meeting and coordinate two CAWTP pre-bid visits.

9) Specifications: The selected consultant shall utilize the Town of Cary's standard "front-end" construction documents, including general, supplementary, and special conditions, construction administration forms and bid proposals and owner-contractor agreements.

10) Other Engineer Responsibilities

The selected consultant, as designer of record, may be expected to participate in “Partnering” during the construction phase of this project with the Town and related engineers and contractors;

11) Construction Phase Services

The selected consultant shall provide a construction administration services proposal in support of the design including:

  • submittal review,
  • design clarifications and requests for information during construction,
  • field order and change order negotiation and preparation of change orders,
  • certification of project completion,
  • and construction schedule monitoring and evaluation;

· The selected consultant shall review all submittals required by the construction documents and approve or disapprove them and provide necessary feedback to contractors and equipment suppliers as necessary. The selected consultant shall allow opportunity for Town’s review of all submittals, providing sufficient copies to the Town’s representatives as needed.

· Provide all required monitoring, reporting and certification for all regulatory approvals and changes that occur.

· Provide full-time on-site resident project representation and observation of construction activities. Staffing levels shall vary throughout construction as needed to ensure adequate coverage of all activities. Proposals shall describe the anticipated levels of field staffing. One chief resident project representative shall be provided who shall:

a) serve as the Town’s primary representative to each prime contractor during construction;

b) maintain a daily log during construction that indicates at a minimum: weather conditions, site conditions and general descriptions of contractors’ activities;

c) provide weekly progress reports to the Town;

d) conduct regularly scheduled weekly coordination meetings on site with the contractors and Town’s staff to discuss the project status, schedule and coordination with utility operations;

e) supervise and schedule all soils and materials testing conducted by outside engineering firms;

f) maintain submittal, request for information and change item logs;

g) verify all quantities, and review and coordinate all payment applications with the contractors;

h) sign-off on payment applications and forward copies to the Town for approval and payment processing in accordance with the construction contract requirements;

i) review and negotiate change orders with the contractor(s) on behalf of the Town;

j) discuss the negotiated change orders with the Town and receive the Town’s approval prior to notifying the contractors;

k) maintain a complete set of “red-line” drawings on site during construction noting all revisions/changes to the design drawings thereon;

l) prepare “as-built” record drawings for each prime construction contract;

m) notify the contractor of any observed safety problems or OSHA violations and issue “stop work” orders until such time as the problem or violation has been corrected.

The Towns of Cary and Apex reserve the right to not proceed with construction phase services. Please provide a separate breakout cost for construction phase services in the Proposal.

VI. CONTENT AND FORMAT OF PROPOSALS

Proposal shall be single volume booklets bound in three ring binders appropriately sized such that they lay flat when opened. Sections shall be indexed and tabbed for easy reference to the material contained within. Tabs shall be labeled and extend beyond the page width. All proposals shall adhere to the following format and include, as a minimum:

Introduction

  • Introductory letter
  • Firm name, contact person, address and telephone number
  • Table of Contents
  • Firm’s engineering services marketing brochure, if available

Firm experience and workload

  • Related experience on similar projects
  • List of all projects completed for the Towns of Cary & Apex.
  • List of current projects and percent complete

Firm personnel experience

  • Organizational chart showing the proposed project team and the role of each member
  • Name, location and brief summary of staff members available to work on the project;
  • Experience of all firm personnel who will actually work directly on this project including, years of relevant experience, education (school, degree and year of graduation), professional registration and availability to work on this project.

Sub-consultant personnel experience

  • Firm name, contact person, address and telephone number for each sub-consultant proposed to work on this project
  • Sub-consultant firm’s marketing brochure for applicable services, if available
  • Relevant experience of all sub-consultant and other associated personnel who will actually work directly on this project including years of experience, education and registration.

Project Approach

  • Hierarchy of project management.
  • A detailed description and discussion of how the firm would approach the work described in the proposed project scope.
  • Breakdown and description of major tasks assigned to each person and firm.
  • Examples of how the firm has provided innovative design, process and/or aesthetic and/or functional layout at other similar facilities.
  • Demonstration of the firm’s proven ability to develop innovative, efficient and effective designs for these types of facilities.
  • Suggestions for additional services which may enhance the value of this project.
  • Proposed project management and communications approach for this project.

Project Schedule

  • A proposed time schedule from kickoff through completion of the construction for the project
  • Identify float and opportunities to expedite completion.
  • The firm’s procedures and methods for assuring that the time schedule will be met
  • The person responsible for assuring the schedule, and a record of their proven performance in schedule compliance.

Project Cost

The Town will consider cost in their evaluation of the proposals. The Town has exempted this project from the provisions of North Carolina General Statute 143-64.31 as it is in the best interests of its citizens to procure these services through a process of open competition.

At a minimum, provide cost proposals based upon the scope of professional services outlined in the proposal for this project. The cost proposal should be logically presented in a task outline format, then summarized and presented as a lump sum price for all work described herein. A detailed itemization of labor-hours and category of personnel required for each major sub-task shall be included. Not-to-exceed values can be used for applicable line items in the proposal where they more adequately reflect the best provision of those services. No consideration will be given to separate reimbursable expenses.

Construction phase services shall be priced as unit cost based on a rate schedule, with an estimated total of labor-hours and maximum cost. Please provide separate lump sum costs for construction phase office services and construction phase field services.

Standard Engineering Services Contract

· A professional services contract will be negotiated with the selected consultant based on the proposed scope of work. Attach an example of the firm’s standard engineering services contract. This will serve as a basis for any contract that may be executed with the consultant. The agreement must include the following provisions:

Hold Harmless Agreement: ____(firm name)_____ agrees to indemnify and hold the “Project Partners” harmless from and against any and all claims, losses, liabilities, costs, expenses, charges, and damages arising from, or relating to, this agreement, including but not limited to attorney’s fees, with respect to any cause arising out of, resulting from, or in connection with (a) any breach by ____________________________ of any clause, condition or provision of this Agreement; (b) any breach or violation by _________________________ of any applicable criminal or civil law; or (c) any other cause resulting from any act or failure to act by ___________________________ in accordance with this Agreement. ____________________ shall promptly assume the defense of any claim, suit or action within the scope of this indemnification at its expense, upon being notified thereof.















Dissemination of Information

Consultant shall not at any time “publicly disseminate” any information concerning the Work or this project without prior approval from the Town. Such approval will not be unreasonably withheld or delayed, but may be given with certain stipulations, such as the Town’s participation in creation of the public product or the Town’s review and option to refuse ultimate release of the final product should it fail to meet the Town's standards and goals. Public dissemination includes, but is not be limited to, electronic, video, audio, photographic or hard copy materials serving as, in whole or part, professional papers or presentations, news releases, articles, or other media products, and/or Consultant's business collateral pieces.

Web Site Accessibility and Americans with Disabilities Act

With the Internet serving as its primary communications vehicle, the Town of Cary is committed to making the information on its web site (www.townofcary.org) accessible to the widest variety of users, including those with disabilities. In this regard and in keeping with the Americans with Disabilities Act, it is expressly agreed and understood that the Consultant will provide an HTML-ready version of – and concurrently with its delivery of – any report, brochure, or other written document required under the scope of this Agreement for both (a) an interim deliverable for public review and (b) the final deliverable. In addition, any graphics, photos, or other images part of the HTML file must be identified with an appropriate alternative text tag of no more than 32 characters.

· Proposals shall include information certifying that the consultant will provide the following minimum insurance coverages prior to execution of the engineering services contract:

Insurance requirements:

Workers’ Compensation Statutory Limits

Employers’ Liability $500,000

General Liability $2,000,000

Automobile Liability $2,000,000

Umbrella $5,000,000

Professional Liability $1,000,000

The Town of Apex, and the Town of Cary shall each be named as additional insured for General Liability.

VII. METHOD OF EVALUATION

The Towns of Cary and Apex (Project Partners) reserve the right to reject any and all proposals. Proposals will be evaluated based on the following criteria:

1. Firm experience/reputation/workload - Experience of the firm in similar work and record of successful results of that work. Also considered will be the firm’s ability to take on additional work, demonstrated understanding of the Project Partners’ goals and purpose for this project, specific management approach and how the firm proposes to achieve the project’s time goals, how well the firm’s organizational structure shows sufficient depth for its present workload, and the firm’s ability to offer the breadth and quality of services required for the project.

2. Experience of the personnel assigned to the project team - A firm provides the resources but the individuals assigned to a project are how the job gets done. The Project Partners will give considerable weight to the individual qualifications of the project team members who will actually do most of the work on this project. Considerations will include qualifications of key personnel, project team member’s individual experience and other qualifications, project manager’s experience, sub-consultant’s individual experience and other qualifications.

3. Response to the project objectives outlined in the RFP – including demonstrated understanding of scope of project, demonstrated ability and water treatment plant expansion and improvements experience, develop innovative approaches to water treatment operations and long term regulatory compliance, innovative suggestions that may increase the value of this project, demonstrated ability to present technical data in a user-friendly format with appropriate use of graphics.

4. Schedule - The proposed schedule for performing the work for the project. Once a contract is awarded, the selected firm must be in a position to begin work immediately and move promptly towards completion.

5. Price proposal - The Project Partners will consider cost in overall evaluation of the proposals. This project will not necessarily be awarded to the lowest priced proposal, but cost is one criterion and will be considered among the other factors.

6. Attendance at a Pre-submittal meeting and one of two CAWTP visits to be scheduled by the Town of Cary.

7. If deemed necessary, the short listed firms may be asked to appear before the technical review committee for an informal interview. If an interview is called for, each firm will be given a minimum of seven (7) days notice to prepare. The interview will consist of a presentation of the firm’s qualifications for the job, experience on similar projects, explanation of any ideas the firm has that have a bearing on overall project cost or time savings and a question/answer period.

Proposals will be evaluated primarily on the demonstrated ability of the project team members who will actually perform substantial amounts of the work on this project.

A panel of Cary & Apex staff members will review the submitted proposals based on the evaluation factors noted. Proposals will be evaluated with regards to all factors. Key areas of focus will be on the experience and demonstrated ability of the project team members who will actually perform substantial amounts of the work on this project, project approach, and project schedule. The selection team will also consider innovative solutions that have resulted in effective, optimized, cost-effective water treatment plant expansions and improvements.

The panel will make a recommendation to an Advisory Committee of the Project Partners for concurrence and then to the Town of Cary Town Council for award. After approval of the recommendation, the approved firm will be contacted to prepare a contract based upon the scope and cost proposal submitted.

VIII. SUBMITTAL OF PROPOSALS

Each firm shall submit twelve (12) suitably bound copies of their proposal to:

Mr. Glen Harrell, PE, PLS
Engineering Services Manager, (Utilities Engineering)
Town of Cary, Engineering Department
P.O. Box 8005
316 N. Academy St.
Cary, North Carolina 27512-8005
Email: Glen.Harrell@townofcary.org
Phone: (919) 460-4933

Proposals are due no later than 3 p.m. on Wednesday, September 22, 2010.

IX. INQUIRIES

All questions should be submitted in electronic formatting to Glen Harrell (Glen.Harrell@townofcary.org) by September 7, 2010. Responses to all written inquiries will be made in writing by September 15, 2010. A mandatory Pre-bid meeting will be held August 27 from 9 a.m. to noon at the Cary Town Hall Campus. Firms planning to submit proposals should register with Glen Harrell as soon as possible via email to receive project information updates.

VISITS TO FACILITIES

The Town of Cary will conduct two visits to the Cary/Apex Water Treatment Facility on August 23, 2010, and August 30, 2010. Both site visits will be from 9 a.m. to noon. Parties planning to submit proposals should schedule one of the site visits, by contacting Mr. Kelvin Creech via email (see below) at least on day in advance.

Mr. Kelvin Creech
Facility Manager, Cary/Apex Water Treatment Facility
Town of Cary, Public Works & Utilities Dept.
P.O. Box 8005
Cary, NC 27512-8005
Email: Kelvin.Creech@townofcary.org
Phone: (919) 362-5502