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Terminal Street Pumping Station Electrical Upgrade RFPTHE CITY OF C DuB E Masterpiece on the Mississippi MEMORANDUM August 28, 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Request for Proposal for Terminal Street Pumping Station Electrical Upgrade Water Pollution Control Plant Manager Jonathan Brown is recommending approval of the issuance of a Request for Proposal for engineering services to upgrade the motors and controls for the Terminal Street Pumping Station. concur with the recommendation and respectfully request Mayor and City Council approval. l'l ''it 2 Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Jonathan R. Brown, Water Pollution Control Plant Manager THE CITY OF DUB E August 22, 2007 MEMORANDUM TO: Michael Van Milligan, City Manager FROM: Jonathan R. Brown, Water Pollution Control Plant Manager SUBJECT: RFP for Terminal Street Pumping Station Electrical Upgrade INTRODUCTION: The purpose of this memo is to present a Request for Proposal (RFP) for engineering services to upgrade the motors and controls for the Terminal Street Pumping Station. BACKGROUND: The City of Dubuque owns and operates the Terminal Street Lift Station located near the Highway 20 Mississippi Bridge. The lift station was originally constructed in the 1950's; control systems were installed by City Staff in the 80's however the main electrical system has undergone very few improvements since its original construction. In 2004 City Staff replaced one pump and related piping and valves. The second pump and related piping and valves will be replaced by City Staff as a separate project. DISCUSSION: Improvements of the Terminal Street Pumping Station electrical systems are required to maintain the reliability of the station. The use of modern controls and motors will also improve the efficiency of the pumping station both in electrical costs and operation and maintenance costs. An RFP has been developed and the tentative schedule for the consultant selection process is as follows: RFP's released to the public: Responses due: Selection of Short list: Staff recommendation to the City Manager: City Manager recommendation to Council: Project Initiated by Consultant: Completion Date: September 5, 2007 September 27, 2007 week of October 1, 2007 October 8, 2007 October 29, 2007 October 30, 2007 January 14, 2007 RECOMMENDATION: I recommend that the City release the attached RFP, soliciting proposals from qualified consultants for the upgrade of the Terminal Street Pumping Station Motors and Controls. In addition the following City Staff will be on the RFP review team. Jonathan Brown, WPCP Manager William Jungk, Assistant WPCP Manager Wayne Polsean, WPCP Maintenance Supervisor John Klostermann, Street and Sewer Maintenance Supervisor Ken TeKippe, Finance Director Deron Muehring, Civil Engineer BUDGET IMPACT: The estimated cost for engineering services is $35,000. This money has been approved as a CIP project by the City Council. ACTION STEP: I respectfully request authorization to release the Terminal Street Engineering RFP to the public. attachment: 1.0 INTRODUCTION The City of Dubuque is seeking an engineering firm with an extensive background in electrical engineering for wastewater transport pumping systems. The consulting engineer is to prepare a design document appropriate for bidding an upgrade of the "Electrical Motors and Controls of the Terminal Street Pumping Station". The scope of services will include design, construction services and oversight, including coordination of related activity with the City of Dubuque's electrical provider. One (1) original signed proposal plus six (6) copies of the proposal must be received in the office of the City Clerk by 4:00 p.m. CDT on September 27th, 2007 at: City of Dubuque C/O Jeanne Schneider, City Clerk 50 West 13t" Street. Dubuque, Iowa 52001 4864 Please direct all questions and correspondences regarding this RFP to Jonathan Brown, email iobrown(a~cityofdubugue.org, phone 563-589-4176 or fax 563-589- 4179. All questions must be submitted in writing no later than September 21st, 2007. No questions will be responded to after this time. Responses to the questions will be in an addendum format and provided no later the end of the business day on September 25th, 2007. 2.0 GENERAL INFORMATION The City of Dubuque (City) is located in northeastern Iowa just across the Mississippi River from Illinois and Wisconsin. The City is approximately 27 square miles in area with a service population of nearly 60,000 persons. Providing a full range of services, the City's annual operating and capital budget is nearly $100 million. More information about the City organization can be found on the City's official website a www.cityofdubugue.org. The City of Dubuque owns and operates the Terminal Street Lift Station located near the Highway 20 Mississippi Bridge. The lift station was originally constructed in the 1950's; control systems were installed by City Staff in the 80's however the main electrical system has undergone very few improvements since its original construction. In 2004 City Staff replaced one pump and related piping and valves. The second pump and related piping and valves will be replaced by City Staff as a separate project. The City would like to take advantage of current electrical motor and VFD energy efficiency and utility savings. In addition the City would like to provide for the capability of adding standby power at a later date for this critical lift station in the event of a primary power interruption. 3.0 PROJECT OBJECTIVES The following needs have been identified at the lift station that will be addressed as part of this project: 1. Replace two existing 300 hp, 460V, 720 rpm motors with new high efficiency ' motors to connect to the existing shaft and pumps. 2. Replace the two existing magnetic coupled speed controllers with new VFD's. 3. Replace the existing MCC with a new MCC. 4. Provide, install and program new Allen Bradley SLC 550 for control of the pumps. 5. Provide telemetry compatible to communicate with the City's existing SCADA system. 6. Provide and install appropriate switch gear in order to install, at a later date, standby generating power with sufficient capacity to operate one pump and related process, monitoring and control equipment. 10. Replace electrical in the wet well as needed for Class 1 Div. 1 compliance. 11. Review and /or replace existing bubbler level indicator and transmitter system. 12. New louvers for ventilation system. 13. New exhaust fans for drywell and wetwell. 4.0 PROJECT BUDGET AND SCHEDULE A budget of $35,000 has been established for Terminal Street Pumping Station Motor and Controls Replacement engineering services. The anticipated schedule is as follows: RFP's released to the public: September 5, 2007 Responses due: September 27, 2007 Selection of Short list: week of October 1, 2007 Staff recommendation to the City Manager: October 8, 2007 City Manager recommendation to Council: October 29, 2007 Project Initiated by Consultant: October 30, 2007 Completion Date: January 14, 2007 5.0 SCOPE OF SERVICES The scope of work shall, at a minimum consist of performing the tasks described below. 1. Provide Electrical Engineering design services to replace two existing 300 hp, 460V, 720 rpm motors with new high efficiency motors to connect to the existing shaft and pumps. 2. Provide Electrical Engineering design services to replace the two existing magnetic coupled speed controllers with new VFD's. 3. Provide Electrical Engineering design services to replace the existing MCC with a new MCC. 4. Provide Electrical Engineering design services to provide, install and program new Allen Bradley SLC 550 for control of the pumps. 5. Provide Electrical Engineering design services to provide telemetry compatible to communicate with the City's existing SCADA system. 6. Provide Electrical Engineering design services to install appropriate switch gear in order to install, at a later date, standby generating power with sufficient capacity to operate one pump and related process, monitoring and control equipment. 10. Review electrical services and provided electrical engineering services as required in the wet well as needed for Class 1 Div. 1 compliance. 11. Review and /or provide for the design of and/or replacement of existing bubbler level indicator and transmitter system. 12. Provide construction services and oversight, including coordination of related activity with the City of Dubuque's electrical provider. 13. New louvers for exhaust system. 14. New exhaust fans for drywell and wetwell. The City reserves the right to modify the breadth of the scope following receipt of proposals and following selection of the consultant. The tasks below describe the areas of consideration and nature of the work to be performed. 6.0 PROPOSAL REQUIREMENTS The City of Dubuque, Iowa, reserves the right to reject any and all proposals received. The proposal should present and discuss a project approach to accomplish the objectives of the project outlined herein. The proposal should discuss if the proposed project approach differs from the scope of services in this RFP and present the rational for the departure. The fees and compensation proposal (see below) must reflect the scope of services outlined in the RFP and any departure thereof proposed by the consultant. The proposal will include the following information and must be organized in the manner specified below. 6.1 Letter of Transmittal Provide a letter of transmittal briefly outlining the consultant's understanding of the work and the name, address, telephone number and fax number of the consultant's primary contact person. 6.2 Profile of Firm Provide and present the following information in a clear and concise format. Consultants should present material that illustrates the firm's experience and expertise with this type of project. Provide the firm's official name, address, and principal offices. 6.3 Qualifications 6.3.1 Provide project references illustrating experience in electrical engineering design for wastewater transport systems of comparable size. 6.3.2 For at lea 6.3.2.1 6.3.2.2 6.3.2.3 6.3.2.4 st three references list: Project name and location; Contact person and telephone number; Cost of work (actual cost vs. initial estimated cost); Time required to complete the project; 6.3.3 Provide abbreviated resumes highlighting their experience in relation to the work referenced above of the personnel who will be working on the design documents (including sub- consultants, if any). Include their education, as well as, specialized and technical competence to perform the tasks they will be called on to do in conjunction with the project. 6.4 Schedule Specify the firm's ability to integrate this project into its work schedule, when the firm would initiate the work and projected completion. 6.5 Scope Include any thoughts that would improve the development of the plan and recommend any work not identified in the RFP that is considered essential for the preparation design. 6.5.1 The proposal should include a list of deliverables. 6.5.2 The proposal should specify anticipated City resources in terms of personnel, facilities or equipment utilized by the consultant during the project contract period. 6.6 Fees and Compensation Fees should be in a separate enclosure as the proposals will be reviewed initially without the benefit of knowing the consultant's proposed fee for services. Taxes The City of Dubuque is exempt from all State sales tax. Do not include sales tax in the firm's proposal price. Tax exemption certificates will be supplied upon request. 6.7 Contract A contract for the project and the scope outlined in the consultant's proposal shall be included with the submittal in a separate enclosure. The contract must address the City's insurance requirements (see Attachment C). 7.0 SERVICES BY THE CITY The City of Dubuque will provide, as requested, any historical documents which refer to current design and/or operations. All interested firms are invited to visit the Terminal Street Pumping Station prior to the date when the proposals are submitted. 8.0 SELECTION CRITERIA Proposals will be screened to ensure that they meet the minimum requirements of the proposal format. A review of qualifying proposals will identify firms that most closely meet the needs of the City of Dubuque. The City will evaluate proposals based upon the following criteria (not necessarily listed in order of importance): 8.1 Qualifications and experience of the firm, reference checks, achievements and completion of similar projects. 8.2 Project team qualifications and experience with similar projects of the principal consulting staff proposed to work on the project, variety and application of various disciplines within the team, and availability and qualifications of any subcontracting staff. 8.2.1 Project Manager 8.2.2 Lead Project Engineer(s) 8.2.3 Staff Engineers 8.2.4 Field Crew 8.3 Grasp of the project requirements, the firm's understanding of the scope, preparation and level of interest. 8.4 Design approach/methodology in completing the scope of work and services, technical alternatives, and creativity. 8.5 Responsiveness and general attitude working with City Staff. 8.6 Local economic impact, ability to incorporate local firms. 8.7 Schedule evaluation, time required to complete the project. 8.8 Fees. As additional information becomes available, the City reserves the right to modify selection criteria at any time during the selection process. All proposers will be notified of any said change in criteria and allowed to respond. 9.0 SELECTION PROCESS 9.1 Proposal Review: The RFP committee will review the proposals and rank them based on which consultants best meet the criteria listed above. Preference will be given to those firms with Electrical Engineering capabilities on staff. 9.2 Interviews: Consultants remaining after the initial screening may be invited to interview. 9.3 Staff Recommendation: City staff will make a recommendation to the City Manager as to the consultant who, in the opinion of the committee, would best meet the needs of the City for the Terminal Street Pumping Station. 9.4 Consultant Selection by City Council: The City Council will choose the consultant for the Terminal Street Pumping Station. The City of Dubuque is an Equal Employment Opportunity Employer. 10.0 SUBMISSION REQUIREMENTS Proposals are to be signed by an officer of the firm authorized to bind the submitter to it provisions. Proposals are to contain a statement indicating the period during which the proposal will remain valid. A period of not less than ninety (90) days is required. The proposal submitted by the firm shall become an integral part of the contract between the City and the firm and representations, covenants, and conditions therein contained shall be binding upon the person, firm or corporation executing the same. Failure to manually sign proposal will disqualify it. Submitt one (1) original signed proposal and six (6) copies. All proposals must be received in the office of the City Clerk by 4:00 p.m. CDT on September 27, 2007 at: City of Dubuque C/O Jeanne Schneider, City Clerk 50 West 13th Street Dubuque, Iowa 52001-4864 Each firm assumes full responsibility for delivery and deposit of the completed proposal package on or before the deadline. Proposals received after the specified time will be returned unopened. The City of Dubuque is not responsible for any loss or delay with respect to delivery of the proposals. The City of Dubuque is not liable for any cost incurred by any firm before the execution of an agreement or contract. Nor shall the City of Dubuque be liable for any costs incurred by the firms not specified in contract documents. The City shall become owners of the proposals upon submission. The City of Dubuque is an Equal Opportunity Employer. Thank you for your consideration and interest in the project. Sincerely, Jonathan R. Brown City of Dubuque WPCP Manager ATTACHMENT A: City of Dubuque Insurance Requirements for Professional Services INSURANCE SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE 1. All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa. All insurers shall have a rating of A better in the current A.M. Best Rating Guide. 2. All policies of insurance shall be endorsed to provide a thirty (30) day advance notice of cancellation to the City of Dubuque, except for 10 day notice for non- payment, if cancellation is prior to the expiration date. This endorsement supersedes the standard cancellation statement on the Certificate of Insurance. 3. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following endorsements: a) Commercial General Liability policy is primary and non-contributing. b) Commercial General Liability additional insured endorsement. c) Governmental Immunities Endorsement. shall also be required to provide Certificates of Insurance of all subcontractors and all sub-sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the same insurance requirements as required of 4. Each certificate shall be submitted to the contracting department of the City of Dubuque. 5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 6. Contractor shall be required to carry the following minimum coverage/limits or greater if required by law or other legal agreement: a) COMMERCIAL GENERAL LIABILITY General Aggregate Limit $2,000,000 Products-Completed Operations Aggregate Limit $1,000,000 Personal and Advertising Injury Limit $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 INSURANCE SCHEDULE C (Continued) INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE This coverage shall be written on an occurrence form, not claims made form. All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly identified. Form CG 25 04 03 97 `Designated Location(s) General Aggregate Limit' shall be included. Governmental Immunity endorsement identical or equivalent to form attached. Additional Insured Requirements: The City of Dubuque, including all it elected and appointed officials, all its employees and volunteers, all it boards, commissions and/or authorities and their board members, employees and volunteers shall be named as an additional insured on General Liability including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04. b) Automobile $1,000,000 combined single limit. c) WORKERS COMPENSATION & EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: Each Accident $ 100,000 Each Employee Disease $ 100,000 Policy Limit Disease $ 500,000 d) PROFESSIONAL LIABILITY $1,000,000 e) UMBRELLA/EXCESS LIABILITY* *Coverage and/or limit of liability to be determined on a case-by-case basis by Finance Director. Completion Checklist Certificate of Liability Insurance (2 pages) Designated Location(s) General Aggregate Limit CG 25 04 03 97 Additional Insured CG 20 10 07 04 Governmental Immunities Endorsement KEY ASSUMPTIONS 1. The City will provide the original Terminal Street Lift Station drawings as the best available record for the existing conditions. Figures for the study will be based on scanned images of these original drawings. 2. The design will be based on the federal, state, and local codes and standards in effect at the start of the project. Any changes in these codes may necessitate a change in scope. 3. A construction permit with IDNR under the NPDES is not required for completion of this project. Any permit fee or application fees required will be paid for by the City. 4. The WPCP Staff is responsible for project related interaction between City departments including but not limited to Police, Fire, Building. 5. Investigation and remediation of possible hazardous waste, lead paint or other types of contamination are not anticipated and will be conducted as a separate contract if subsequently determined to be required. SUMMARY The basis of this request is to provide electrical engineering services to provide for the following components and to provide engineering services to coordinate the current systems replacement: 1. Two 300 horsepower motors 2. Two variable speed controllers appropriate for specified motors 3. Appropriate Motor Control Centers 4. Controls for operation of pumping systems along with communications to the City of Dubuque's WPCP SCADA system. 5. Engineering provisions for the future use of standby power.