1-Well 5 RFP.pdf

City of Orem Request for Proposals for Engineering Services for Orem Well #5

PROJECT OBJECTIVE

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

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. Well #5 is an older well drilled in the early 1970’s. It has 650 ft. of 16-24” casing. It is currently powered with a natural gas motor and has a 14 X 3.5 X 2 7/16 line shaft turbine 4 stage pump at 355’. It is near the center of the city and is in need of rehabilitation, including replacement of old equipment and the design and construction of a new well house.

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 or activities are recommended, please indicate so in your proposal.

Task Description Task 1 Pre-construction assessment Task 2 Well rehabilitation process Task 3 Design including creation of construction drawings. Includes bid documents and bidding the project. This will include converting from natural gas to electric power. Selected candidates will provide load sheets and power requirements as needed. Design will include new power service to site.

Task 4 Task 5

Provide construction management services Assist in startup and troubleshooting after construction

Task 1 - Pre-Construction Assessment

Objective: To understand the condition of Well #5 and determine what will be needed to rehabilitate the casing, construct a new well house, and replace the components.

Activities:

1. Gather original well logs, construction records, past production yields, and past water quality data to understand Well #5's geological characteristics, current state, and production potential.

2. Conduct a CCTV survey of Well #5 casing, screen, and perforations.

3. Coordination with the State of Utah Department of Natural Resources and/or

Environmental Quality, if needed.

4. Determine if any special considerations should be made for all phases of the project.

Products:

1. Information and understanding needed to rehabilitate the casing at Well #5, construct a well house, replace components, and make necessary utility connections.

Task 2 - Well Rehabilitation Process

Objective: Restore Well #5’s hydraulic efficiency and water quality.

Activities:

1. Depending on the diagnosis of Well #5’s condition, employ mechanical and chemical cleaning techniques such as:

● Brushing, swabbing, or hydro-jetting to remove scale and debris.

● Targeted treatment (e.g., acidizing or sequestering agents) to dissolve mineral encrustation if mechanical cleaning is insufficient.

2. Remove and dispose of dislodged sediment from the bottom of the well.

Products:

1. A clean, functional well column.

Task 3 - Design including creation of construction drawings. Includes bid documents and bidding the project.

Objective: The consultant shall provide full architectural and structural design services for a new well house to replace the existing structure as well as connections to the city’s system. The design shall include:

Activities:

1. The structure must meet all current local building, electrical, plumbing, and fire codes.

2. Ensure the wellhead is protected throughout all phases of work.

3. The design must provide adequate space for maintenance access, climate-controlled housing for electrical/SCADA equipment, security features, proper drainage to prevent surface water infiltration, and other site improvements expected for a new well.

4. Recommend new electrical motor, column and pump assembly.

5. Plans for any connections to the city’s water and storm drain infrastructure.

6. The consultant shall provide stamped construction drawings, specifications, and necessary permit applications required for construction.

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

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

9. Assist City in the advertisement and bid process.

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

11.Recommend contractor for construction.

1. Complete site plans for the project.

2. Complete construction plans and specifications for a new well house and associated utility connections as described.

3. Assist in contractor selection for construction of the project.

Task 4: Construction Management Services for Well #5

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

Activities:

1. Oversee Well #5’s rehabilitation and construction processes.

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

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

4. Inspect installation of all components.

5. Ensure all safety practices are followed.

6. Provide necessary quality assurance and control.

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

Products:

1. Successful rehabilitation of Well #5 and construction of a new well house.

Task 5: Assist in startup and troubleshooting after construction

Objective: Ensure Well #5 operates properly after construction.

Activities:

1. 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 occurs.

2. Inspect all physical components, specifically pump alignment and check-valve performance. Calibrate all sensors (i.e., flow meters, pressure transducers, etc.)

to ensure the SCADA system receives accurate, real-time data.

3. 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, etc.) are fully integrated into municipal systems.

4. 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 (Select the search bar > enter “City of Orem” > Enter)

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:

mailto:rsprice@orem.gov 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