east hanover township municipal authority request for proposals for ...

EAST HANOVER TOWNSHIP MUNICIPAL AUTHORITYREQUEST FOR PROPOSALS FORGENERAL CONSULTING ENGINEERING SERVICESThe East Hanover Township Municipal Authority, Dauphin County (hereinafter“Authority”) is soliciting proposals from qualified engineering firms and individuals (asindependent contractors) for the delivery of engineering services for the Authority’s wastewatersystem as described below, on an as needed basis.SECTION I: BACKGROUNDThe wastewater treatment facility (WWTF) is located on Dairy Lane, East HanoverTownship, Dauphin County, Pennsylvania 17208. The WWTF was constructed in October 2005.It is the only publicly owned WWTF in the Township. It currently serves 1012 EDUs. The plantis a dual train sequencing batch reactor system. Wastewater conveyance of the plant issequentially treated by influent grinding, biological nutrient removal by activated sludge,ultraviolet disinfection and pumping through a cascade aeration facility before discharge. Thecurrent NPDES capacity (AAF) is .25 MGD.The Authority is seeking proposals for professional engineering consulting services forthe Authority’s wastewater system and facilities (treatment and conveyance), on an as neededbasis. The engineer or engineering firm (hereinafter “Engineer”) will be responsible forconsulting on treatment process issues, and/or conveyance issues, and related generalengineering services. The Engineer will remain “at-will” in providing the professional servicesand will need to be able to work closely with the Authority Manager, Authority Solicitor, andPlant Manager and/or operators as well as the Authority Board Members. The Engineer may berequested to attend monthly board meetings. The selection of a firm or individual will be madesolely on the basis of the Authority’s determination of which Engineer will best fulfill theinterests of the Authority and its customers, and is not necessarily dependent on the lowestsubmitted proposals.SECTION II: QUALIFICATION REQUIREMENTSThe Engineer must have experience in wastewater treatment engineering and engineering ofwastewater conveyance and treatment systems including, but not limited to, the services asdescribed in the Scope of Work listed below. The Engineer must have knowledge of thefollowing:TREATMENTo Wastewater Quality Analysiso Testing and Sampling Processeso Treatment Plant Assessment & Optimization Studieso NPDES requirements and Nutrient Cap Loading ComplianceEast Hanover Township Municipal Authority Request for Proposals Page 1

o SBR Enhanced Biological NutrientTreatment Process & Solids Handlingo General Treatment Facilities Designo SCADACONVEYANCEo Wastewater Conveyance Systems Designo Required Maintenance of Wastewater Conveyance Systemso WQM PermittingGENERALo Capabilities, Competence, and Availability in Providing Successful GeneralConsulting Services to Municipal Customerso Preparation of Feasibility Assessments, Cost Estimates, Bid Documents and BidEvaluationso Incorporation of Bid Proposals into Alternative Project Approach StrategiesADDITIONALo The proposal shall indicate whether the Engineer is capable of providingwastewater treatment facility operations services.The individuals that will be assigned to the Authority must also be familiar with all types ofdocumentation associated with wastewater treatment, including but not limited to, applicablepermitting and reporting requirements.SECTION III: SCOPE OF WORKThe following scope of services presents the minimum activity that will be required:TREATMENTo Site and equipment inspection of sources, treatment plant on an as needed basis;o Routine maintenance and scheduling for necessary repairs to treatment Plant asrequested;o Ensure facilities comply with applicable federal and state regulations andpermitting requirements, as necessaryo Maintain inspection and compliance-related documentation such as NPDES &WQM permits, as requestedCONVEYANCEo Inspection of conveyance and related facilities and recommendations on theadequacy of such facilities, as requested;o Routine maintenance and scheduling for necessary repairs conveyance and relatedfacilities, as requested;o Ensure facilities comply with applicable federal and state regulations andpermitting requirements, as necessary;o Maintain inspection and compliance-related documentation such as NPDES &WQM permits, as requestedGENERALo Attendance at monthly meetings as requested;o Preparation of Feasibility Assessments, Cost Estimates, Bid Documents and BidEvaluationsEast Hanover Township Municipal Authority Request for Proposals Page 2

o Other engineering services related to treatment and related facilities as requested;The relationship of the Engineer providing engineering services to the Authority is that of anindependent contractor and a contracting entity. Nothing herein shall be construed to give theEngineer any interest as an employee, joint venture or partner of or with the Authority.All compensation paid to the Engineer providing the services will be made without taxabledeductions. Accordingly, the Engineer is solely responsible for the payment of Social Security,withholding and all other taxes imposed by reason of his employment of persons to performlabor, and for all taxes, which may result from the payment of funds for services rendered. TheEngineer accepts full responsibility for any and all taxes that may be lawfully due to anygovernmental unit and to hold the Authority harmless from any liability for the nonpayment oftaxes due from the Engineer to any governmental unit. Furthermore, as an independentcontractor and not as an employee of the Authority, the Engineer hereby waives any and allclaims from the Authority to any form of workers’ compensation insurance coverage orcompensation provided through federal, state or local laws, regulations or ordinances whichaffect employees and employers. The Engineer hereby agrees to carry and provide his owninsurance for injury, occupational disease, sickness and/or retirement.SECTION IV: PROPOSAL SUBMITTALSThe Authority will contract for the services outlined in this RFP with one primeengineering firm or individual for the conveyance of the wastewater treatment facilities and oneprime engineering firm or individual for the WWTF. The Authority may select the sameengineering firm or individual for treatment and conveyance. The Engineer is required tocomplete and submit a response including the information outlined in this request. The responseshall include the following:A. QUALIFICATIONS PROPOSALThe Engineer shall provide evidence of its capabilities, competence and availability inproviding successful management, modeling and design for wastewater systems.Included in this section shall be:1. Indicate whether the Engineer will directly offer engineering services with respect to thethe wastewater treatment process, wastewater conveyance, or both. If the Engineerintends to subcontractone of the processes, the Engineer must identify a qualifiedengineering firm capable of providing adequate service and meeting all requirementsdefined herein and such sub-consultant shall be subject to all of the review criteria setforth herein.2. Curriculum vitae of personnel and an organizational chart of key staff who will beassigned to the Authority. The resume of each person shall be limited to two (2) pagesand describe the individual’s previous applicable experience with wastewater systems.Each resume shall clearly indicate out of which office an individual works. The proposalshall also include resumes of any licensed wastewater treatment facility operators.East Hanover Township Municipal Authority Request for Proposals Page 3

Additionally, the Engineer shall identify offices that will handle the work and assign apercentage of work that is being done at each office.3. Relevant Experience of the Engineer and key members for the last seven (7) years. TheEngineer shall provide experience relating to wastewater systems, with particular wastewater systems owned and/or operated by municipalities or municipal authorities.4. Current Project Commitments and the availability of the respective staff andequipment. The Engineer shall include an explanation of how services to the Authoritywill fit into that of the Engineer and if any conflicts for staff or equipment will exist. TheAuthority reserves the right to approve key staff and key engineering personnel. If theAuthority accepts the proposal of an Engineer, the Engineer’s team may not changewithout the express written consent of the Authority.5. References of at least three (3) municipal waste water systems shall be provided. TheEngineer, by submitting a proposal to the Authority, authorizes the Authority and itsrepresentatives to contact former clients and/or references to discuss the Engineer’squalifications.6. Litigation/Arbitration involving the Engineer or any member of the Engineer’s firmrelating to any projects that the Engineer or any member of the Engineer’s firm has beeninvolved in during the last five (5) years shall be identified.The Engineer, by submitting a proposal(s) to the Authority, agrees to expressly release the EastHanover Township Municipal Authority, its agents, attorneys, representatives, Board Members,heirs and assigns as well as the former client and/or reference and their agents, attorneys, heirsand assigns from any and all rights, losses, damages, claims, actions or causes of action, whetherin contract or tort, law or equity, whether known or unknown, suspected or unsuspected, whichEngineer ever had, now has or ever will have against the Authority, former clients and/orreferences related to the discussion in any manner of any member of the Engineer or theEngineer’s firm’s performance and/or qualifications.B. PRICE PROPOSAL(S)1. Required Price Proposal(s) Content with Proposal Submission. All proposals shallinclude a general schedule of proposed hourly rates for the Engineer and members of theEngineer’s firm that will be assigned to the Authority. Additionally, all proposals shallinclude a fee schedule of any other fees customarily charged by the Engineer. TheAuthority’s intent is to obtain a total cost estimate. The proposal must contain theEngineer’s travel cost policy.2. Required Price Proposal(s) Content for Top Three Engineer Candidates. After thedeadline for submission of proposals, the Authority will make an initial selection inaccordance with Section V below. The top three Engineer candidates for treatment andconveyance shall submit price proposals demonstrating the following:East Hanover Township Municipal Authority Request for Proposals Page 4

a. Insurance. The Engineer shall obtain and continue in force, during the term of thecontract, all insurance stated below. The insurance policy shall not be canceled orchanged without sixty (60) days prior written notice by registered mail, given by theinsurance carrier to the Authority. The price proposal shall include certificates ofinsurance as follows:i. Worker’s Compensation and Occupational Disease Disability Insurance asrequired by the laws of the Commonwealth of Pennsylvania.ii. Professional Liability Insurance: minimum coverage $5,000,000.iii. Comprehensive Automobile Liability Insurance for vehicles furnished by theEngineer with a combined single limit of at least $1,000,000 for each occurrence.iv. General Liability Insurance: Bodily Injury - $1,000,000 per occurrence and$2,000,000 in the aggregate. Property Damage - $1,000,000 per occurrence and$2,000,000 in the aggregate.The Engineer shall cause the aforesaid insurance policies to be duly and properlyendorsed by insurance underwriters as follows:i. To provide that the Authority is endorsed as additional insured to the extentnecessary to implement the indemnity obligations contained in theIndemnification Section, subsection I of this section of these specifications.ii. To contain a standard and cross-liability and severability clause.iii. To provide that aforesaid insurance shall be primary in all instances with respectto the Authority insurance, which shall be considered secondary or excess at alltimes, but only to the extent necessary to implement the indemnity obligationscontained herein.iv. To provide thirty (30) days prior written notice of cancellation or change incoverage.b. Licensing. The Engineer and Engineer’s key personnel approving all Authoritysubmittals, designs, plans, permit applications or any other documents submitted to agovernment agency shall be professionally licensed to practice engineering within theCommonwealth of Pennsylvania. Additionally, any wastewater facility operatorsshall be professionally licensed to operate a wastewater treatment facility within theCommonwealth of Pennsylvania.c. Responsibility. The Engineer will be solely responsible for correcting errors,omissions and ambiguities of, and providing clarification regarding, technical aspectsof their work at no cost to the Authority.d. Conflicts of Interest. No conflicts of interest shall be permitted in services renderedto the Authority. Any potential conflict of interest that may exist if any member ofthe Engineering Team has any interest that would conflict, or has the appearance ofconflicting, in any manner with the performance of services for the Authority must bedisclosed and addressed.East Hanover Township Municipal Authority Request for Proposals Page 5

e. Validity. The proposals and rates quoted therein must be valid for at least OneHundred and Twenty (120) days from the required date of submission. Selection ofthe top three (3) Engineer candidates will occur within forty-five (45) days of therequired submission date. Price proposals for the top three (3) Engineer candidatesshall be due within ten (10) days of the date of their selection. The Authority, at itsoption, can extend the date for selection of the top three Engineer candidates.However, the final selection, if any selection is made, shall occur no later than ninety(90) days from the date of required proposal submissions.f. Telephonic/Telegraphic Proposals. No telephonic or telegraphic proposal ormodification shall be considered.g. Late Submissions. Proposals submitted after the time fixed for receiving suchproposals may not be considered.h. Withdrawal. Any proposal may be withdrawn, either personally or by writtenrequest, at any time prior to the scheduled time for submission of the proposals.i. Indemnification. The Engineer shall indemnify and hold harmless the Authority andits officials, employees and agents from and against all liabilities, judgments,settlements, losses, costs or charges (including attorney’s fees) incurred by theAuthority or any of its officials, employees or agents as a result of any claim,demand, action or suit relating to any bodily injury (including death), loss or propertydamage caused by, or arising out of, related to or associated with any act, omission,or default of the Engineer, its employees or subcontractors, in the performance of orin connection with, any services required by, contemplated by or performed under theAuthority’s direction.j. Assignment. The successful engineering firm is prohibited from assigning,transferring, conveying, subletting, or otherwise disposing of this agreement or itsrights, title, or interest therein, or its power to execute such agreement to any otherperson, company, or corporation without the previous consent and approval in writingby the Authority.SECTION V: SELECTION PROCESSProposals submitted to the Authority shall be evaluated by the Authority Staff and/or AuthorityBoard Members for selection of the top three Engineer candidates. The Authority Staff and/orAuthority Board Members will make recommendations to the Authority Board. The AuthorityBoard will select the top candidate for treatment and conveyance (separately or together). Oncethe selection of the top candidate is finalized for the wastewater treatment and/or conveyance,the Authority will then initiate contract negotiations with the top Engineer candidate, utilizing itsprice proposal to begin the process.Selection Criteria:A. Experience, qualifications, and commitment of key personnelEast Hanover Township Municipal Authority Request for Proposals Page 6

1. The experience of proposed personnel. Key personnel must have held responsiblepositions for similar services;2. The degree to which the assigned personnel and team bring experience in the full-rangeof skills and expertise needed to accomplish the Scope of Work;3. The specific commitments made in the proposal for staffing key positions;4. Experience within the local permitting region; and5. Any other experience and/or criteria the committee deems relevant.B. Experience and past performance of the Engineer in rendering similar services within the lastseven (7) years1. The Engineer’s experience in rendering similar services to a wastewater system ofsimilar size, nature and complexity;2. The ability of the Engineer to draw on this experience to benefit the Authority;3. The Engineer’s history of applying proven technology and innovations in applicableareas of service; and4. Any other experience and/or criteria the committee deems relevant.C. Method of accomplishing the Scope of Work1. Proposed organization of the work;2. Unique capabilities that influence the services rendered to the Authority;3. Demonstrated experience with developing clear, understandable feasibility assessmentsand accurate cost estimates;4. Appropriate financial and management controls including quality control and qualityassurance;5. Any other experience and/or criteria the committee deems relevant;The Authority reserves the right to waive any irregularities in the proposals and to reject any andall proposals or to waive any informality in the proposals. The Authority reserves the right toreject any and all proposals or to accept no proposals. Further, the Authority reserves the right toaccept any proposal, which the Authority deems to be in its best interest and not necessarily theproposal with the lowest cost.East Hanover Township Municipal Authority Request for Proposals Page 7

The Authority reserves the right to require any Engineer to submit additional information that theAuthority deems necessary in evaluating the proposals.The Authority reserves the right to negotiate final scope of work and the schedule of fees withthe Engineer whose proposal the Authority accepts.SECTION VI: PROPOSAL SUBMISSIONS AND SCHEDULE1. Responses Due:2 Proposals shall be submitted:-1 regarding consultation on treatment issues-1 regarding consultation on conveyance issues2. Response Due Date:All Proposals shall be submitted no later than 4:00 p.m. Wednesday, July 31, 20133. Submissions:All proposals should be addressed as follows:East Hanover TownshipAttn. Ronald Reeder, Township Manager8848 Jonestown Rd.East Hanover Township, PA 17208All proposals should be clearly labeled – “Wastewater Consulting Engineer Proposal”4. Contact Information:All correspondence should be addressed to:East Hanover TownshipAttn. Ronald Reeder, Township Manager8848 Jonestown Rd.East Hanover Township, PA 172085. Format:All submittal packages should be submitted with seven (7) copies and a portable documentformat (pdf) document on a compact disk or thumb drive of the Proposal in a sealedenvelope.6. Interviews:East Hanover Township Municipal Authority Request for Proposals Page 8

The Authority reserves the right to interview any of the candidates or none of the candidates.Interviews, if necessary, shall tentatively be conducted during the week of TBD Interviewsshall be a maximum of one hour in duration with up to one-half (½) hour for presentations,followed by a question and answer period.The Authority intends to interview the top three (3) Engineer candidates at a time and placeto be announced.7. Award:The retainer of the Engineer is anticipated by TBDRESPECTFULLY REQUESTED, EAST HANOVER TOWNSHIP MUNICIPAL AUTHORITYEast Hanover Township Municipal Authority Request for Proposals Page 9