1. Sanitary Sewer Lift Station Rehabilitation Design Services Pre-Submittal Meeting
September 20, 2016

2. Introductions

3. Purpose of Meeting
Provide overview of the Sanitary Sewer Lift Station Rehabilitation Design Services RFP
Answer questions regarding the project

4. Agenda Safety Moment Project Background Procurement Process
Evaluation Criteria and Submittal Information
Scope of Services
Questions

5. Safety Moment
Consultant will develop health and safety plans as part of PXP
Field safety instructions for site visits and field work (survey, geotechnical, etc.)
For consultant and their subconsultants

6. Project Background

7. Project Background
City is under a Regional Water Quality Control Board Cease and Desist Order to eliminate sanitary sewer overflows and unauthorized discharges
Master plan efforts have identified needed collection system improvements
The CWP includes a Biennial Pump Station Upgrade Program, identifying high priority sanitary sewer pump stations for upgrade
Condition Assessment identified the following lift stations for high priority rehab:
Kelly/Kehoe
Laurie Meados
Los Prados No. 1
Los Prados No. 2
Los Prados No. 3

8. Project Map

9. Background Documents
Integrated Wastewater Master Plan (Draft), Carollo, October 2014
City of San Mateo Pump Stations and Force Mains Condition Assessment, AECOM, June 2016
The Citywide Sanitary Sewer Pump Station Study, Schaaf & Wheeler, November 2010

10. Procurement Process

11. RFP Schedule Milestones What When RFP Available September 11, 2016
Pre-Submission Meeting
September 20, 2016
Deadline for inquiries/questions
September 30, 2016
SOQs Due at the City
October 17, 2016
Consultant Short List
October 31, 2016
Consultant Interview
November 8 - 9, 2016
Consultant Selection
November 11, 2016
Consultant Negotiation – Phase 1
November 14 – December 9, 2016
Council Award
January 9, 2017
Notice to Proceed
January 30, 2017

12. RFQ Questions and Addenda
Send in writing
Include “Sanitary Sewer Lift Station Rehabilitation Design Services” in subject line
Deadline for questions: 5:00 PM, September 30, 2016
Direct Inquires to: Robert Wiseman, Contract Manager
Responses published to City’s website
Addenda:
Posted to City website
Oral clarifications are non-binding
City will not notify respondents of addenda
Response must include acknowledgement of addenda

13. Scoring and Selection SOQ Interview Final Scoring and Selection
Scoring based on a maximum of 100 points
Scored based on Evaluation Criteria
SOQs will be ranked and short-listed
Interview
Short-listed firms will be interviewed
Different evaluation criteria may be used for the interview
Respondents will be ranked
Failure of Respondent or proposed team members requested by the City to participate in the interview may result in disqualification
Final Scoring and Selection
Combined SOQ and Interview scores will be used to determine the final ranking
Rating forms will not be revealed
Written notice of selection will be provided to the selected firm

14. Negotiation and Award Negotiation Award LOE SOW Schedule
Contract terms
Negotiations may be discontinued if no terms reached after 3 revisions
Award
Recommendation to council at conclusion of negotiations
Initial contract for Phase 1 only

15. Submittal Information and Evaluation Criteria

16. SOQ Format Submittal: Format: 6 original bound SOQs
1 disc or flash drive with ready-for-print PDF of the SOQ
Provide submittal in a box or envelope and include Respondent’s name, contact information and SOQ title and job number on the box or envelope
SOQ shall remain effective for 90 days beyond the submittal date
Format:
Maximum of 30 pages, including cover letter and excluding resumes of key personnel
Cover letter requirements
Front and back cover and dividers not included in page count
Project schedule shall be prepared on 11” x 17” paper
Maximum of three 11” x 17” figures
Resumes shall not exceed 2 pages
Any excess pages beyond limit will be removed and not considered in the evaluation

17. SOQ Evaluation Criteria
Prime and Subconsultant Firms’ Project Experience and Past Performance: 30 points
Key Project Personnel: 30 points
Project Understanding and Approach: 35 points
Project Schedule: 5 points

18. Project Experience and Past Performance
Project experience and past performance for prime consultant and subconsultants
For Prime Consultant, minimum of five similar projects
Sanitary and sewer lift station rehabilitation/design projects
Maintaining sanitary sewer lift stations in service during rehab
Validation of rehab requirement and analysis of pump station hydraulics and selection of equipment
Odor control analysis and design for sanitary sewer lift stations
Rehab/replacement of force mains, mechanical valves and piping, electrical equipment and I&C systems associated with sanitary sewer lift stations
Proposed prime and subconsultants working together on similar projects

19. Key Project Personnel Project Manager Design Manager Project Engineer
Other Specific Subject Matter Experts

20. Project Understanding and Approach
Project risks
Approach to design and wide range of rehab tasks
Maintaining operability during rehab
Minimizing changes during construction and impacts to work area surroundings
Expanding pumping capacities
Team qualifications
Management
Team strengths

21. Project Schedule Proposed baseline schedule
Identify tasks, subtasks, durations, milestones
Identify field investigations and exploratory work
Single 11x17 inch page

22. Interviews Interview for short-listed firms, at City’s discretion
Elaborate on SOQ and respond to specific questions
Questions may be issued prior to the interview
60 minutes, including questions and answers
Identified PM will lead presentation
City will notify respondent which key personnel are required to be present during interview

23. Scope of Services

24. Phased Negotiation Phase 1 Phase 2 Phase 3 Task 1 – General Services
Task 2 – Verification of Rehabilitation and Basis of Design
Phase 2
Task 3 – 50% Design
Task 4 – 90% Design
Task 5 – 100% Design and Bid Documents
Task 6 – Bid Period Assistance
Phase 3
Task 7 – Construction Phase Services

25. Task 1 – General Services
Services performed throughout the project
Project Management
Risk Management
Workshops and Meetings
Quality Control
Management of Subconsultants
Agency Coordination, Public Outreach Support, and City Meeting Support
Permitting and Environmental Support
Consultant to obtain all permits for the project

26. Task 2 – Verification of Rehabilitation and Basis of Design
Tasks:
Gather and review available information and studies
Site visits of subject facilities and structures
O&M staff coordination and discussions
Prepare a Basis of Design Report

27. Task 3 – 50% Design
Survey
Field and aerial surveys
Complete before proceeding to 90% design
Geotechnical Investigation, if determined necessary during Phase 1
Field Exploration and Testing
Geotechnical Reports (GDR, Geotechnical Design Memorandum)
Utility Potholing, if determined necessary during Phase 1
Locate key buried utilities or other structures
Completed before proceeding to 90% design
50% Design Development

28. Task 4 – 90% Design 90% Design Submittal 90% Design Drawings
Major design elements well-established and substantially complete
Specs substantially complete and include all sections and divisions
AACE Class 2 Estimate with basis of estimate narrative and construction sequencing plan
90% Design Drawings

29. Task 5 – 100% Design and Bid Documents
Final (100%) Design Submittal
Final Bid Documents

30. Bidding and Construction
Task 6 – Bid Period Assistance
Conducted independently for each identified projects
Pre-bid meeting, respond to bidder questions, addenda, bid evaluation, conformed documents
Task 7 – Construction Phase Services
Pre-construction and progress meetings, submittals, RFIs, change orders, record drawings, etc.

31. Questions?