1-Well 11 RFP.pdf

City of Orem Request for Proposals for Engineering Services for Orem Well #11

PROJECT OBJECTIVE

The City of Orem is requesting proposals for providing engineering services that include Planning, Design, Construction Drawings, and Construction Management for a new drinking water well.

BACKGROUND

The City of Orem currently utilizes ten deep wells as part of the drinking water system for an area of nearly 19 square miles and 23,000 service connections. The adopted master plan recommends a new well at 415 West 1600 North. The existing water rights for an additional well are secured. However, a new point of diversion will be required.

SCOPE OF WORK

The Scope of Services presented herein describes the tasks needed to complete this project. The tasks are shown below. If additional tasks are recommended, please indicate so in your proposal.

Task Description Task 1 Collect, review, organize, and analyze data Task 2 Obtain approval for a new point of diversion Task 3 Develop site plan Task 4 Create construction drawings and bid documents, and bid Well

#11 Task 5

Task 6

Provide construction management services for Well #11 including all required permitting from the State Assist in startup and troubleshooting after construction

Task 1 - Collect, Review, Organize, and Analyze Data

Objective: To collect, review, organize, and analyze the data needed to design a well, well house building, pump to waste and transmission lines at the site.

Activities:

1. Review the following information that will be provided by Orem City:

a. 2025 Water Master Plan

b. Existing hydraulic water model

c. 2017 Storage Tank Evaluation and Location Study

d. Existing ArcGIS data

i. Locations and key attribute data for: pipes, valves, fire hydrants, water meters, wells, springs, pumps, pressure reducing valves, reservoirs, and other pertinent system features

ii. Water system service areas, pressure zones, contour data

iii. Aerial mapping

iv. City boundary, parcel data, other pertinent GIS data

2. Prepare for and attend a project kickoff meeting to review the project objectives and schedule, develop project and data coordination procedures, and discuss questions regarding information provided by the City.

Products:

1. Information and understanding needed to design the well, well building, and transmission lines.

Task 2 - Obtain Approval for New Point of Diversion Objective: With a new well site located, work with the State Engineer’s office to obtain approval for a new point of diversion for Well #11.

Activities:

1. Gather information regarding Orem’s groundwater rights.

2. Fill out necessary applications for the State Engineer’s office to obtain a new point of diversion.

3. Respond to inquiries from the State Engineer’s office or any protests.

1. Obtain State Division of Drinking Water approval for a new point of diversion.

Task 3 - Well #11 Site Plan

Objective: Develop site plan for Well #11 at the parcel located at 425 West 1600 North.

Activities:

1. Working with staff, create decision-making criteria that show the different benefits from the different well site orientation, including: vehicle access, neighborhood impact, distribution capabilities, costs, benefits to various demands, construction constraints, flushing, power, etc.

a. Note: 1600 North has an existing storm drain line.

2. Incorporate a family and children memorial concept in the design along the frontage of 1600 North provided by the City.

3. Present findings and recommendations throughout the process to staff, the

Public Works Advisory Commission, and the Orem City Council.

Products:

1. Potential orientations and site features for Well #11.

2. Documents, charts, maps, and analyses showing recommended well orientations and site features of Well #11.

Task 4 - Create Construction Drawings and Bid Documents and Bid Well #11

Objective: Plan and prepare construction and bid documents necessary for the City to release project to potential contractors and receive the most favorable pricing and fewest change orders for Well #11 including, but not limited to, the well building, flush lines, distribution connections, power supply, chlorination, SCADA features, security system, back-up power, etc.

Activities:

1. Determine type of construction method for drilling.

2. Design and engineer plans and specifications based on geologic conditions, drilling method, depth, site constraints, flushing requirements, budget, aesthetics, power, property availability, location considerations, distribution connectivity, etc.

3. Design Well #11 with the ability to pump directly into the distribution system in the Central and evaluate possible transmission to the Timpanogos pressure zone.

4. Review building aesthetics and generate architectural renderings and design in accordance with Orem City codes and staff recommendations.

5. Design according to all State of Utah rules and regulations.

6. Lead project update meetings with City staff. Attend and present at City Council meetings if required.

7. Attend a pre-bid meeting and respond to inquiries from interested contractors.

8. Assist City in the advertisement and bid process.

9. Evaluate bids from qualified contractors for completeness and accuracy.

10.Recommend contractors for drilling and construction.

11.Review test pump and well development procedures and at the appropriate time, select pump and motor.

Products:

1. Complete construction plans and specifications for Well #11.

2. Contractor selection for construction of Well #11.

Task 5: Construction Management Services for Well #11

Objective: Manage the project to ensure the plans and specifications are followed.

Activities:

1. Review contractor submittals for compliance with plans and specifications.

2. Review payment requests and advise the City on payments to contractor details.

3. Inspect installation of Well #11 components.

4. Ensure all safety practices are followed.

5. Provide necessary quality assurance and control.

6. Organize toolbox meetings, take notes, answer questions, provide direction, and communicate project updates and reports.

7. Oversee well development procedures.

1. Successful construction and development of Well #11.

Task 6: Assist in startup and troubleshooting after construction

Objective: Ensure the well operates properly after construction.

Activities:

1. Conduct step-drawdown and constant-rate pumping tests to determine the well’s optimal yield, efficiency, and drawdown characteristics. Monitor recovery rates to ensure long-term aquifer viability.

2. Verify the water meets all EPA and state drinking water standards. Perform bacteriological, chemical, and radiological testing to establish a baseline for future comparison and ensure no contamination from drilling persists.

3. Inspect all physical components, specifically pump alignment and check-valve performance. Calibrate all sensors (flow meters, pressure transducers) to ensure the SCADA system receives accurate, real-time data.

4. Ensure the sanitary seal is airtight and the site is graded to prevent surface runoff contamination. Confirm that all physical security measures (i.e., fencing, alarms, locks) are fully integrated into municipal systems.

5. Compile "as-built" records, including geological logs, pump specifications, and initial performance data to create a baseline for detecting future degradation, such as screen encrustation or pump wear.

1. A productive, permitted, fully functional well.

PROPOSAL REQUIREMENTS

The tasks described above shall be addressed in the consultant’s proposal, in addition to any other items the consultant wishes to submit for evaluation and consideration. Please detail any other pertinent information that would be beneficial in making the selection and utilize efficient communication techniques. The proposal shall not exceed twenty

(20) numbered pages. Please use 8½” x 11” numbered pages (11” x 17” is acceptable for diagrams, tables, or schedules if it improves the readability of the presented information). The font size shall be no smaller than size 12.

1. Section 1 - Approach and Scope of Work. The proposal must outline the consultant’s specific approach for each task. Please also suggest any strategic adjustments or combinations of tasks that would improve project efficiency and cost-effectiveness.

2. Section 2 - Project Team. Identify all key staff and sub-consultants. Each entry must include:

a. Responsibilities: Defined roles and the scope of their involvement.

b. Experience: A summary of relevant qualifications and expertise.

c. Past Performance: A portfolio of similar projects (including year, type, and size) detailing their specific contributions.

d. Leadership: A resume for the Project Manager, highlighting their track record in successfully managing similar projects.

3. Section 3 - Location of Office. Provide the office location for all work and key personnel. Preference will be given to consultants based within 50 miles of Orem.

4. Section 4 - Schedule. Include a project timeline showing all major deliverables and total duration of the project once a signed agreement is received from the City.

5. Fee Proposal. Submit a task-based, 'not-to-exceed' fee proposal with a total sum.

Additionally, provide an itemized spreadsheet detailing the estimated hours, hourly rates, and fee extensions for each staff member per task, alongside any other anticipated project costs.

PROPOSAL EVALUATION CRITERIA AND SCHEDULE

The evaluation of the consultant's proposal will be based on the following factors:

20%—The professional qualifications of the consultant for performance of the services required;

20%—The extent of specialized experience of the proposed project manager, the project team, and the firm in the type of work required;

20%—Past performance of the proposed project manager, the project team, and the firm on similar projects;

10% - Consultant maintains office and full-time personnel within the state of Utah and proximity to Orem;

10%—The capacity of the consultant to accomplish the work within an acceptable time frame;

20%—The proposed fee represents a fair and reasonable cost for the services required.

OTHER CONSIDERATIONS

1. All proposals in response to this RFP will be evaluated in a manner consistent with City of Orem and Utah state procurement code and all applicable rules and policies.

2. In the initial phase of the proposal evaluation process, the evaluation committee will review all proposals timely received. First, non-responsive proposals (those not conforming to RFP requirements) will be eliminated. Second, the remaining proposals will be evaluated in a cursory manner to eliminate from further consideration those proposals, which in the judgment of the evaluation committee, fail to offer sufficient and substantive provisions to warrant further consideration.

3. Each Respondent bears sole responsibility for the items included or not included in the response submitted by that Respondent. The City of Orem reserves the right to disqualify any proposal that includes significant deviations or exceptions to the terms, conditions, and/or specifications in this RFP.

4. After proposals are received, some consultants may be contacted to set up an interview where both the City and the consultant can ask and answer questions.

5. The City of Orem reserves the right to be the sole judge as to the overall acceptability of any proposal or to judge the individual merits of specific provisions within competing offers.

6. The City of Orem may award a contract resulting from this request to the responsible consultant who is most advantageous to the City based on the evaluation criteria.

7. The City of Orem may (1) reject the proposal and/or (2) waive informalities and minor irregularities in the proposal received.

8. The City of Orem may award a contract based on the initial proposal received, without discussions. Therefore, the initial proposal should contain the best terms from a technical and cost standpoint.

9. The City of Orem's request for proposals does not obligate the City to award any contract or to pay any costs incurred in the preparation of a proposal, interview or associated materials.

SCHEDULE FOR CONSULTANT SELECTION

RECEIPT OF BIDS: Separate sealed BIDS or Electronic Submittal using Bonfire for this project will be received by Trevor Bell, Finance Director at the City of Orem, Finance Department, 56 North State, Orem, UT 84057, or opened electronically on Bonfire until May 28, 2026 at 3:00 PM. and then at said office publicly opened and read aloud. The preferred method for submitting a bid is by using Bonfire at utah.bonfirehub.com.

MISCELLANEOUS

All questions regarding this request for proposals shall be directed to:

Reed Price Public Utilities Director

1450 West 550 North Orem, Utah 84057

(801) 229-7530 rsprice@orem.gov

PROTECTED INFORMATION

Under the Government Records Access and Management Act, Utah Code § 63G-2-101 et seq. (GRAMA), certain information in the proposal submitted may be open for public inspection. If the Applicant desires to have information contained in its proposal protected from such disclosure, the Applicant may request such treatment by providing a "written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality" with the proposal (See Utah Code § 63G-2-305 and 309). Pricing elements of any proposal will not be considered protected.

A business confidentiality claim form is available on the Utah State Records Committee website at:

https://purchasing.utah.gov/wp-content/uploads/Claim-of-Business-Confidentiality-Upd ated.pdf https://purchasing.utah.gov/wp-content/uploads/Claim-of-Business-Confidentiality-Updated.pdf https://purchasing.utah.gov/wp-content/uploads/Claim-of-Business-Confidentiality-Updated.pdf