C Water Treatment Update
CITY OF
CHANHASSEN
7700 Marke' Bm:!evara
PO Bux 147
CI!3rlhassell. MN 55317
Administration
Pllc:IP 952.227.1100
Fad52 2271110
Building Inspections
9522271180
%2.227 1190
Engineering
952_2271
CJ52 227 1170
lID
Park & Recreation
!152227 1120
Fae 952 22711
Planning &
Natural Resources
952227 1130
CJ52.227 l11D
Public Works
15CJ! Park
952.2271300
952227.1310
Senior Center
9522271
95222711
Web Site
The City of Chanhassen ·
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MEMORANDUM
TO:
Todd Gerhardt, City Manager
FROM:
Paul Oehme, City Engineer/Dir. of Public Works
DATE:
October 5,2004
SUBJ:
Water Treatment Plant Update 04-08
BACKGROUND
On August 9th staff updated council on the status of water treatment and the pros
and cons to constructing the treatment plant at the Lotus Lake Well field site and
the Ready Mix site. A site cost comparison of each location was also reviewed.
Opportunity costs were reviewed for the Ready Mix site. At the conclusion of
the meeting, council directed staff to site the water treatment plant at the west
end of the Ready Mix site and solicit proposals from consultants for design and
construction services.
Staff sent out requests for proposals (RFP) to seven local design firms. On
September 17, 2004, the city recei ved fi ve proposals. The proposals were
reviewed in detail and scored by staff. The scoring of the proposals was
weighted heavily towards the firm's experience with design and construction of
water treatment plants, experience of personnel proposed, understanding of the
project and services required, and fee amount. Staff weighted the scoring of the
proposals heavily towards experience of the firm and qualification of personnel
proposed. The scoring was set up this way because the design will have
significant grading, utility, mechanical, and electrical challenges.
After the proposals were scored, three firms were selected for interviews. The
firms, S.E.H., Inc., Bolten & Menk, and Bonestroo, interviewed the week of
September 27th. The interviews were set up so staff would ask 10
predetermined questions to each consultant, have follow-up questions to their
answers, and ask questions specific to their proposals. The consultant then gave
a brief presentation. The interviews were timed so that they did not exceed
1 hour 15 min. Most consultants used the presentation time for a PowerPoint
presentation on their qualifications and past project experience. The firms were
then scored again based on the interview information. Again, the scoring was
weighted towards the experience of the personnel proposed and firm's
experience plus the understanding of the services required. Fees were also
ranked.
Based on the interviews and scoring, the following ranking was determined.
Mr. Todd Gerhardt
October 5, 2004
Page 2
Personnel proposed for this project (individual resumes and experience):
1. S.E.H., Inc.
2. Bolten & Menk, Inc.
3. Bonestroo
Firm experience to date ranking (Staff is still checking references at the time this
background was written)
1. S.E.H, Inc.
2. Bonestroo, Inc.
3. Bolten & Menk, Inc.
Understanding of Services Required:
1. S.E.H., Inc.
2. Bonestroo, Inc.
3. Bolten & Menk Inc.
Interview and Proposal:
I. Bonestroo, Inc.
2. S.E.H, Inc.
3. Bolten & Menk, Inc.
RFP fee proposed:
1. Bonestroo, Inc.
2. Bolten & Menk, Inc.
3. S.E.H.,Inc.*
* S.E.H. has proposed to include design and construction administration services
of the two new future wells on site at no charge to the City. Based on the 2004
Well # 9 design and construction and administration fees, the fee total would be
$102,760 for the two wells. Taking this information into consideration S.E.H,
Inc. would rank second in fee proposed.
Staff will update the Council at the work session with reference checks and
discuss recommendations for consultant selection.
Attachments
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East Water Treatment Plant
Proposal Ranking Form
Firm:
Suggested Scoring Guidelines
Outstanding
Exceeds Acceptable
Acceptable
Marginal
7SCYo to lO(YX, of Maximum Points
50% to 75% of Maximum Points
25% to 50% of Maximum Points
0% to 25% of Maximum Points
1.
Personnel:
Based upon resumes of key staff, project managers and project engineers, firm
appears to have experience in preparing preliminary design reports and contract
documents (plans and specifications) for designing water treatment plants.
Review years of experience as well as relevant project experience.
2.
Firm Experience:
Firm appears to have applicable experience in preparing preliminary design
reports and contract documents in similar size. Has the firm demonstrated their
experience with constructing water treatment plants on limited available land?
Experience should include water treatment plant hydraulics, treatment
processes and equipment design as well as structural, architectural, mechanical,
electrical, instrumentation and other appropriate disciplines.
3.
Understanding of Services Required:
Firm indicates an understanding of the services required for this project and
identifies any special project approaches as evidenced by their Letter of
Transmittal and other sections of their proposal.
4.
Other A vailable Resources:
Evaluate resources such as supporting staff in the area of field-related services,
electrical, mechanical, computer hardware/software and equipment available
for this pre-design report and contract documents.
5.
Proposal:
Information provided in the proposal is complete, organized and presented in a
professional manner.
Fee:
Evaluate the fees proposed.
6
Maximum
Points
Score
35
25
15
5
10
10
Technical Proposal Total Points: 100
Technical Proposal Ranking:
Ranked By:
Date:
Water Treatment Plant
Interview Ranking Form
Firm:
Outstanding
Exceeds Acceptable
Acceptable
Marginal
Suqqested Scorinq Guidelines
75% to 100% of Maximum Points
50% to 75% of Maximum Points
25% to 50% of Maximum Points
0% to 25% of Maximum Points
Maximum
Points Score
1. Personnel: 30
Based upon resumes & interview of key staff, firm appears to
have a team of project managers/engineers that are experienced
in preparing preliminary design reports & contract documents
(plans & specifications) for similar sized water treatment plants.
Review years of experience as well as relevant project experience.
2. Firm Experience: 25
References and interview confirm firm's applicable experience
and quality in preparing preliminary design reports and contract
documents for similar sized projects. Firm and staff appear to
be responsive to client needs.
3. Understandinq of Services Required: 20
Firm communicates an understanding of the services required
for this project and identifies any special project approaches.
4. Staff Availability: 10
References and interview confirm adequate staff is available
to complete the project in a timely manner.
5. Interview and Proposal: 15
Firm presented required information in an organized and
professional manner. Firm was able to answer questions
posed during the interview in a satisfactory manner.
6. Fees 25
The Firm's fees shall count 25 points and will be added to the
Interview Total Points. Fees will only be collected from the top ranked
firms selected for interviews. Points will be assigned with the lowest
firm obtaining all points, and the other firms assigned a percentage of
the lowest ranked firm.
Total Points:
125
Ranked By:
Date:
Request for Proposals (RFP)
Project Overview
The City of Chanhassen (City) is soliciting proposals for professional engineering services for
the preliminary design, final design, bidding and construction phases of the East Water
Treatment Plant (East Plant). The treatment plant is proposed to be built on a 3.15 acre parcel
at the east end if W. 79th Street the City currently owns.
Project Backqround
In January, 2003, the City completed a Water Supply and Distribution System Master Plan
which evaluated the need for treating the City water for Iron, manganese and other
contaminates and also looked at options for future plant locations. In December of 2003, a
Citizen Advisory Panel (CAP) recommended treating the water at two water treatment facilities.
In January, 2004, the City Council adjusted water rates and water connection charges to help
pay for the construction and operation of the treatment plants. In May, 2004, a Pilot Plant
Study, Lotus Lake Well Field Study and Preliminary Investigation Treatment Plant Report was
completed for the East Plant. In June, 2004, City staff met with the Minnesota Department of
Health (MDH) to discuss building the plant at the end of W. 79th Street. The MDH verbally
approved a 20' setback.
The East Plant is proposed to be constructed at the end of W. 79th Street and have a rated
capacity of 8.64 million gallons per day (MGD). A drawing showing the proposed treatment
plant site and site concept is attached.
Scope of Services
A general Scope of Services is attached.
Information about the RFP
Questions about the technical aspects of the project and the selection process, or the
administration of the project, should be directed to Mr. Paul Oehme, Director of Public Works, at
952-227-1169 or by email atpoehme@ci.chanhassen.mn.us. All responses to questions
submitted will be submitted to all RFP holders.
A copy of the pilot plant test is included in the RFP along with a drawing showing existing
utilities in the area and a site survey. As-built drawings are available for review at City Hall.
Please contact Matt Saam, Assistant City Engineer, at 952-227-1164 to review these drawings.
Proposal Content and Format
The proposals should include the elements listed below. Page limits are listed in
parentheses.
1. General information and a brief history of the consultant's firm. Include similar
information on key subconsultants proposed for the project. [2 pages]
East Water Treatment Plant
City of Chanhassen
City Project No. 04-08
2. A summary of the consultant's understanding of the project including the type of
plant proposed to be built. Include any major design obstacle that would need to
be addressed. [2 pages]
3. A detailed description of the consultant's approach to completing all phases of
the project. Include a statement about the consultant's approach to quality
assurance and document management. [3 pages]
4. Identify the key project team members and describe their specific roles on the
project. Include key subconsultant firms and their specific role. [3 pages]
5. Include one-page resumes for key members of the project team, including field
service personnel during construction. [1 page per team member, 1 per
subconsultant]
6. Describe relevant experience and provide information on at least three reference
projects completed in the last five years. Include specific descriptions of
proposed team members' roles on reference projects. Provide a contact name
and information for each of the projects. Also provide the engineer's construction
cost estimate, the successful bidder's price, and the final construction cost
(including all change orders). [5 pages]
7. Include a proposed schedule for the project, including completion of design and
construction phases in bar chart form. [1 page]
8. Include a workplan showing a breakdown of tasks and effort for each team
member associated with each of the project phases. Show proposed hourly rates
for each team member and the total proposed fee for the project. [2 pages]
Proposals should follow the Table of Contents listed below. The sections of the proposal should
be separated using tabs.
I. Generallnformation
II. Project Understanding
III. Project Approach
IV. Proposed Project Team
V. Resumes
VI. Experience
VII. Schedule
VIII. Workplan and Fee
Submission of Proposals
Submit five (5) copies of the proposal. Proposals should be addressed to:
Mr. Paul Oehme, P.E.
Director of Public Works/City Engineer
City of Chanhassen
7700 Market Boulevard
P.O. Box 147
Chanhassen, MN 55317-0147
Proposals will be accepted until 4:00 p.m. on Friday, September 10, 2004.
2
East Water Treatment Plant
C~yofChanhassen
City Project No. 04-08
Evaluation Criteria and Selection Process
The proposals will be evaluated by a selection panel consisting of members of the City of
Chanhassen staff.
The City requests that interested consultants refrain from personally contacting any City staff
regarding this process or its opportunities in order to ensure that the selections occur on each
consultant's merits based on its proposal and interview.
From the proposals received, the City will select up to three firms for interviews. A final scope of
services and contract will be negotiated with the selected consultant.
Proposals will be evaluated on the basis of the following criteria.
· Demonstrated understanding of the requirements of the project.
· Consultant firm and subconsultant key project staff experience and qualifications with
water treatment plant design, construction administration and start-up services.
· Record of past performance on similar projects with comments and opinions of
references.
· Proposed approach and scheduling.
· Clarity and consciousness and organization of the proposal.
· Proposed fee.
The City shall not be liable for any expenses incurred by the consultants including but not
limited to expenses associated with the preparation of the proposal, attendance at interviews, or
final contract negotiations.
The City reserves the right to reject any and all proposals or to request additional information
from any or all proposers.
Contract Form
The City reserves the right to negotiate the final terms and conditions of the contract to be
executed. Should the City and a consultant be unable to mutually agree upon the entire
contract, the City reserves the right to discontinue negotiations, select another consultant or
reject all of the proposals. Upon completion of negotiations agreeable to the City and
consultant, an hourly fee plus expenses type of contract shall be executed.
Contractinq Ethics
1. No elected official or employee of the City who exercises any responsibilities in the
review, approval or implementation of the proposal or contract shall participate in any
decision, which affects his or her direct or indirect financial interest.
2. It is a breach of ethical standards for any person to offer, give, or agree to give any City
employee or Council person, or for any City employee or Council person to solicit,
demand, accept, or agree to accept from another person or firm, a gratuity or an offer of
employment whenever a reasonable prudent person would conclude that such
consideration was motivated by an individual, group or corporate desire to obtain
special, preferential, or more favorable treatment than is normally accorded to the
general public.
3
East Water Treatment Plant
City of Chanhassen
City Project No. 04-08
3. The consultant shall not assign any interest in this contract and shall not transfer any
interest in the same without the prior written consent of the City.
4. This consultant shall not accept any private client or project which, by nature, places it in
ethical conflict during its representation of the City.
Policy for Enqaqinq Professional Consultinq Services
1. RFP ProceduresnAII consultants for various services will be selected in accordance with
the City's Policy.
Project Schedule
Tentative completion dates for project milestones are listed below.
Proposals Due
Notification of Short List/Interviews
Interviews
Execute Contract
Complete Preliminary Design
Complete Final Design
Award Construction Contract
Substantial Completion of Construction
Attachments
Scope of Services
Disk: Land Survey Drawing
Bridge Layout
Pilot Plant Report
Site/Utility Map
Water Treatment Plant Concept Plan
g:\eng\water treatment\rfp\rfp - 8-12-04.doc
4:00 p.m., September 10,2004
September 17, 2004
Week of September 27, 2004
October 11 , 2004
January, 2005
April, 2005
May, 2005
August, 2006
4
Scope of Services
General
The proposed East Water Treatment Plant (East Plant) will be built at the end of 79th Street and
have a rated capacity of 8.64 million gallons per day (MGD). The East Plant will remove iron,
manganese and other contaminates. No softening of the water will be provided.
Existing 79th Street should be extended as shown on the concept plan under this project.
Currently Wells 2,5 and 6 will be treated by the East Plant. A new raw watermain will be
needed to bring the raw water to the plant for treatment. The existing 20" water main on site is
anticipated to continue to be used as the trunk distribution watermain. An additional 3 to 4 wells
will ultimately be treated by the East Plant. The plant should be equipped for by passing. The
site for the treatment plant should be planned for an additional two wells (1 Jordan aquifer and 1
drift well) and collection pipe. The collection pipe should be included in the project scope. This
project should consider the best location for these future wells.
The design of the plant should consider maximizing the unused land for future sale and
development. The excavated material from the treatment plant should be placed and regraded
on the east end of the site to plan for the development. A preliminary wetland survey of the site
has found no wetlands.
The scope of work includes:
· Design phase services to include preparation of construction documents describing
the East Plant construction suitable for obtaining competitive construction bids.
· Bid phase services.
· Construction phase services to include contract administration and construction
observation.
· Assistance during start-up of the East Plant.
PROJECT MANAGEMENT
The consultant will, at a minimum, provide the following services.
Preliminary & Final Design Phase
Tasks
Kick off meeting with City staff to tour the East Plant site and confirm overall project objectives.
Complete a topographic survey of the site to use in preparing construction documents.
Complete a geotechnical exploration required for facility design.
Complete one glacial drift test well and pumping test on site to determine potential yield of future
well and determine well location.
East Water Treatment Plant
City of Chanhassen
City Project No. 04-08
Complete site review by a qualified wetland delineator to confirm that there are no wetlands on-
site.
The design of the plant must address the following needs:
1. The Consultant firm shall provide a brief cost analysis of both gravity and pressure type
filtration systems. The analysis shall include but not be limited to initial construction
costs, long term operational costs, flexibility of each system to treat additional elements
as standards change or demand necessitates, the ability of each system to effectively
and efficiently remove iron, manganese and other contaminates from the water supply,
ease of operation of each system (manpower needed, availability of replacement parts
and materials, etc.), the discharge of the waste product, ability of the plant to expand or
be modified in the future. This shall be a comprehensive review and recommendation
on the "best" plant to meet the current and future needs of the City.
2. Assessment of radium/radon exposure in the plant. Include measures to minimize
operators' exposure risk in facilities.
3. Design for the proper size of the clear well and filter backwash tanks.
4. Provisions for water overflow and discharge from filter backwash tanks.
5. Design shall include parallel operation of the treatment process to allow one half of the
facilities to be taken out of service for repair or maintenance while maintaining operation
of the other half.
6. Architectural features should incorporate all of the following items into the facility design:
· 1 Office space/control room
· 1 Small break room
· 1 Meeting area
· Access for chemical delivery
· Parking for staff and visitors
Architectural style and materials is anticipated to match the existing exterior of
Chanhassen City Hall.
7. Evaluate and provide for security measures to maximize security of the treatment area.
Security system should include consideration of potential future homeland defense
security requirements.
8. Evaluation of future regulatory requirements and consideration of contingency space to
accommodate additional treatment processes.
9. Analyze and provide a recommendation to the type of chlorination and chemicals to be
utilized for the treatment plant.
10. The City's existing SCADA system is currently being upgraded. The new plant will need
to be incorporated into the system
2
East Water Treatment Plant
City of Chanhassen
City Project No. 04-08
11 . Sludge disposal conveyance system.
12. As much excavated material from the treatment plant should be placed and regraded on
the east end of the site to plan for future development.
13. The Consultant shall provide all additional information necessary for design
consideration.
14. Raw water collection and trunk distribution pipe design. Collection pipe design should
consider piping for future well sites.
Prepare a preliminary design report, suitable for presentation to the Chanhassen City Council,
to include:
· A description of the new facilities.
· Schematic layouts of the plant site improvements.
· A preliminary list of drawings and specification sections.
· A hydraulic profile of the plant.
· An opinion of probable plant construction cost.
Review the preliminary design report with City staff and assist with a presentation to the City
Council. The Consultant should anticipate preparing documents and presentations at three (3)
Council meetings
Review the preliminary design report at one (1) Planning Commission meeting and assist with
the presentation
Coordinate and obtain necessary permits and approvals for the project. The cost of the permits
themselves will be paid directly by the City.
Review the final design and bidding documents with City staff at two points during final design.
Oeliverables:
Four copies of plans and specifications for review by the City at two points during final design.
An updated opinion of probable construction cost at two points during final design, including an
opinion of probable construction cost five days prior to the bid date.
Two copies of final bidding documents for the City's use.
An adequate number of copies of the bidding documents for use in soliciting construction bids.
Bid Phase
Tasks
Prepare and coordinate publication of an advertisement for bids and distribute bidding
documents.
3
East Water Treatment Plant
City of Chanhassen
City Project No. 04-08
Coordinate and attend a pre-bid meeting and site tour.
Receive and respond to questions from potential bidders and issue addendum(s), as required.
Attend the construction bid opening, review and tabulate bids received, and prepare a
recommendation for award.
Deliverables
Advertisement for bids.
Pre-bid meeting and site tour summary as required.
Addendum(s), as required.
Tabulation of bids.
Recommendation for award of the construction contract.
Construction Phase
Tasks
Coordinate, attend, and conduct a preconstruction conference.
Administer the construction contract, including:
· Review of Contractor submittals.
· Review and processing of partial pay estimates submitted by the Contractor.
· Assistance with interpretation of the construction documents.
Provide construction staking.
Provide full-time resident inspection during the course of the construction project.
Conduct periodic construction progress meetings and provide meeting minutes.
Review and/or prepare Field Orders, as required.
Initiate and/or prepare Change Orders, as required.
Maintain record documents for the City until project completion, including shop drawings, testing
records, construction photos, operation and maintenance manuals, etc.
Provide regular construction progress updates to the City.
Coordinate and participate in start-up of plant and coordinate supplier provided training for
appropriate systems.
Prepare an operations and maintenance manual for use by City staff.
4
East Water Treatment Plant
City of Chanhassen
City Project No. 04-08
Deliverables
Meeting minutes from the preconstruction conference and construction progress meetings.
Three hard copies plus one electronic copy (Microsoft Word) of an operations and maintenance
manual (to be provided no less than three months prior to any scheduled training for appropriate
systems or start-up of the Plant).
Three hard copies plus one electronic copy (AutoCAD) of Record Drawings (to be provided
within one year of project acceptance).
One copy of record documents, including shop drawings, testing records and construction
photos.
g:\eng\water treatment\rfp\sos - 8-12-04.doc
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