234048 RFP.pdf

Public Works Department

Operation Division

Cathodic Protection Services

RFP NUMBER: 234048

CLOSING DATE: June 23, 2023 AT 4:00 PM (LOCAL TIME)

Page 1 Request for Proposal

REQUEST FOR PROPOSALS (RFP) NUMBER: 234048

Cathodic Protection Services

INTRODUCTION

The City of Salem, hereinafter referred to as “City”, is seeking proposals for Cathodic Protection

Services.

Proposals will be received until, but not after 4:00 PM (local time), June 23, 2023.

Completed proposals must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept proposals submitted in any other manner.

NO LATE PROPOSALS WILL BE ACCEPTED.

Your proposal must be uploaded prior to the Closing Date and Time. The City strongly recommends that you give yourself sufficient time and at least ONE (1) day before the closing date and time to begin the uploading process and to finalize your submission. The City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause. Each Proposal is instantly sealed and will only be visible to the City after the closing date and time. Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed. You will receive an email confirmation receipt once you finalize your submission.

Supported web browsers: Chrome, Firefox, Safari, and Vivaldi.

Need Help?

Please contact Equity Hub at help@equityhub.us or (267) 225-1407 for technical questions related to your submission.

The Vendor Guide for Bid Locker can be found at Vendor Guide for Bid Locker.

Prospective proposers may obtain these solicitation documents by registering on the OregonBuys website and downloading them. Proposers shall consult the OregonBuys system regularly until closing date and time to avoid missing any notices. To register on OregonBuys go to https://oregonbuys.gov. The City shall advertise all Addenda on OregonBuys. Prospective proposers are solely responsible for checking OregonBuys to determine whether or not any

Addenda have been issued. RFP documents will not be mailed to prospective proposers.

Any objections to or comments upon the RFP specifications must be submitted in writing to the office of the Contracts and Procurement Manager, by email sself@cityofsalem.net.

They must be received no later than June 9, 2023 at 5:00 PM (local time).

https://bidlocker.us/a/salem_or/BidLocker mailto:help@equityhub.us https://bidlocker.us/files/Bid%20Locker%20Vendor%20Guide%20-%20Nov%202020.pdf https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/ https://oregonbuys.gov/bso/view/login/login.xhtml https://oregonbuys.gov/bso/view/login/login.xhtml mailto:sself@cityofsalem.net

Page 2 Request for Proposal

Proposals received will be held confidential until a recommendation for award has been approved by the Department Director. Thereafter, all Proposals will be available for public inspection by submitting a Public Records Request through the City Recorders Office

(https://www.cityofsalem.net/Pages/public-records-request.aspx).

The City will be the sole judge in determining award of Agreement and reserves the right to reject all Proposals.

Human Rights: It is the express policy of the City that no person shall be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity on the grounds of race, religion, color, national origin, sex, marital status, familial status or domestic partnership, age, mental or physical disability, sexual orientation, gender identity or source of income as provided by Salem Revised Code Chapter 97, Title VI of the Civil Rights Act of 1964, and other federal nondiscrimination laws. The City’s complete Title

VI Plan may be viewed at https://www.cityofsalem.net/Pages/equity-and-accessibility.aspx.

Proposer agrees to comply with all applicable requirements of federal, state, and local civil rights and rehabilitation statutes, rules, and regulations if awarded an agreement by the City.

Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding or negotiation made by the successful proposer for work to be performed under a subcontract, including procurements of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the successful proposer of the successful proposer’s obligations under this Agreement and the Salem Revised Code Chapter

97, Title VI of the Civil Rights Act of 1964 and other federal nondiscrimination laws.

The City is an Equal Employment Opportunity employer.

Questions regarding the City’s RFP process may be addressed to Shawna Self, CPPB, Contracts and Procurement Manager, who may be reached at (503) 588-6445 or by email at sself@cityofsalem.net during City business hours.

The City operates and maintains Americans with Disabilities Act compliant facilities.

Reasonable accommodations are available upon request.

Shawna Self, CPPB, Manager

Contracts and Procurement

FIRST DATE OF SOLICITATION: May 24, 2023

REQUEST FOR PROPOSAL NUMBER: 234048

REQUEST FOR PROPOSAL CLOSING: June 23, 2023 at 4:00 PM (Local Time) https://www.cityofsalem.net/Pages/public-records-request.aspx https://www.cityofsalem.net/Pages/equity-and-accessibility.aspx

Page 3 Request for Proposal

RFP # 234048

CATHODIC PROTECTION SERVICES

The City of Salem (“City”) is a municipal corporation serving a community with a population of approximately 177,600. It is the capital of the State of Oregon and the county seat of Marion

County. The City has a Council-Manager form of government with an elected mayor and council.

The City has approximately 1,300 employees and nine operating departments (listed below).

City Manager Legal Fire

Enterprise Services Police

Community Development Public Works

Urban Development Finance

SECTION 1: GENERAL INFORMATION

1.1 Consultant Services

The City is seeking proposals to hire Consultants of Record (COR) to provide cathodic protection services on a continuing services basis. Services will be provided under renewable annual contracts with up to a maximum of four (4) additional one (1) year renewal periods. Under these contracts, work will be assigned on a project-by-project basis.

This process will provide the City with another mechanism to procure professional services. Additionally, these services may be used to provide technical expertise not possessed by City staff as needed for various assignments. It is also expected that other

City Departments will use these contracts on a limited basis as approved by the Contract

Administrator. There are no predetermined, known project assignments at the time of the

RFP.

1.2 Primary / Alternate Consultants

The City, via this competitive RFP process, will select a firm to be named as the primary

Consultant of Record (COR) and an additional firm to be named as an alternate Consultant of Record (COR) that will be used in the event multiple jobs need to be performed simultaneously that exceed the primary COR’s ability to complete within the City’s required schedule, or agreement cannot be reached with the primary COR on fees for a specific project, or if the primary COR is under contract with an entity that is under a separate contract with the City to perform work on the same project. Generally, work will be offered first to the primary COR. The intent is for the primary COR to be the primary provider of services under this process. The City reserves the right to select either the primary or alternate COR for a project assignment if, at the City’s sole discretion, it is in the City’s best interest to do so.

1.3 No Guarantee

There will be no guarantee as to the amount of work or size of any project assignment, if any, that a COR may be given under these contracts.

1.4 Project Dollar Limits

The annual contract maximum and individual project maximum dollar limits are shown in the table in Subsection 1.6.

Page 4 Request for Proposal

1.5 Rate

The negotiated contracts will include set hourly rate schedules for the term of the contract set by each firm following successful consultant selection. Rates may be increased as approved by the City, for each annual contract renewal, at a rate no greater than the inflationary rate for the preceding contract year (July 1 to June 30) as calculated by the

Consumer Price Index for this region as published by the U.S. Department of Labor, Bureau of Labor Statistics. Proposers must request increases at the time of contract renewal for next fiscal year.

1.6 Categories and Maximum Contract Amounts

Category of Service

Annual Contract

Maximum

Individual Project

Maximum

Cathodic Protection Services $100,000.00 $25,000.00

SECTION 2: SCOPE OF REQUESTED SERVICES

2.1 The CORs shall provide Cathodic Protection Services as described below in Subsection

2.5 on an "assignment by assignment" basis and for a “not to exceed” fee based on negotiations. The City makes no guarantee as to the volume of work, if any, that will be assigned in any given contract year. Each project assignment will consist of a specific scope of services as described in Subsection 2.2. However, services shall include, but not be limited to, the general scope as described in Subsection 2.5.

2.2 The COR shall deliver a written, signed project proposal within forty-eight (48) hours, (or as otherwise required by the City’s Contract Administrator), following City’s verbal or written request for proposal for a specific project assignment. The project proposal shall include a detailed description of the scope of the project and breakdown of the hours required for the project utilizing the hourly rates as referenced in this RFP. The proposal shall also include a schedule of work required to complete the project within the City’s required time frame. The City will review the proposal and, if approved, issue a Purchase

Order Release. If a fee, scope, or schedule acceptable to the City is not negotiated within five (5) days from the time of the delivery of the proposal, the City reserves the right to withdraw the offer and offer the project to the alternate COR or use another method to procure the personal services.

2.3 The primary COR agrees to provide services for all projects offered by the City unless multiple projects exceed the primary COR’s ability to complete the work within the required time frames. The City, at its sole discretion, can offer a project to the alternate

COR if the primary COR cannot perform within the required time frame, and/or the City and the primary COR cannot reach agreement on scope, fee, and/or schedule, and/or the

City determines it is in the City’s best interest to do so.

2.4 The COR shall designate a key staff person to be the City’s primary contact for the duration of the annual contract. Substitution of these persons shall be by written request and

Page 5 Request for Proposal subsequent approval by the City. The City expects the COR to maintain the same project manager and key team members through the duration of the project. The City reserves the right to accept or reject requests by the COR to change the team during the project.

2.5 GENERAL SCOPE

2.5.1 WATER

Work under this contract will primarily involve the analysis of various facilities relating to the City’s water system. Some of the work involves annual checking and monitoring of the cathodic protection systems for above ground water reservoirs and water distribution pipelines. Other assignments could include assessment of the cathodic protection systems, repair and replacement of the different equipment and materials associated with the systems, developing life cycle and replacement costs, how to properly manage these systems, and appropriate training for City maintenance personnel.

The COR shall also be required to provide an annual report of the systems, the functional state, recommendations for maintenance and replacement, and associated costs.

The following are the system components that utilize cathodic protection:

A. College Reservoir

College Reservoir is located in the southeast corner of Salem. This steel reservoir is approximately 35 feet in diameter, and approximately 40 feet high. Access to the reservoir roof is via a caged ladder. The reservoir anode system presently consists of four strings of high silicon chromium cast iron (HSCCI) impressed current type anodes independently suspended from the roof. All four strings are connected together in a ring configuration on the top of the reservoir, and a single conductor connects the ring from the junction box on the reservoir roof to the rectifier positive terminal below. Each string has two 12-inch by 60-inch anodes in series. The top anode is tubular type; the lower anode is rod-type. The two anodes are factory-connected together as a unit. Two permanent copper sulfate-type reference electrodes are individually suspended from the roof near the wall;

one with a blue lead wire, one with an orange wire at 90 and 180 respectively, when viewed from the ladder top. The reference electrode wires are routed via conduit down to the rectifier unit. The reference electrode being used for control in connected to the control unit; the spare reference electrode is coiled. The reservoir mounted, air-cooled rectifier unit is the automatic potential control (APC) type, manufactured by Universal Rectifier, installed in 2007. The unit has manual taps to limit the output current to a maximum, but otherwise the output is independent of the tap settings.

Page 6 Request for Proposal

B. Kurth Reservoir

Kurth Reservoir is located in southwest Salem. This 1.5 MG steel reservoir is approximately 48 feet high, and approximately 73 feet in diameter. Access to the roof is via open ladder, with the first rung approximately 15 feet off the ground.

The safety cable, permanently fastened to the reservoir near the top and bottom of the ladder, is clipped to the ladder rungs at an intermediate location to hold the cable steady. Cable grabs are needed to access the reservoir roof safely. The reservoir anode system presently consists of six strings of high silicon chromium cast iron

(HSCCI) impressed current type anodes independently suspended from the roof.

All six strings are connected together in a ring configuration on the top of the reservoir, and a single conductor connects the ring from the junction box on the reservoir roof to the rectifier positive terminal below. Each string has two 12-inch by 60-inch anodes in series. The top anode is tubular type; the lower anode is rod-type. The two anodes are factory-connected together as a unit. Two permanent copper sulfate-type reference electrodes are individually suspended from the roof near the wall; one with a blue lead wire, one with an orange lead wire at 90 and

180 respectively, when viewed from the ladder top. The reference electrode wires are routed via conduit down to the rectifier unit. The reference electrode being used for control in connected to the control unit; the spare reference electrode is coiled.

The reservoir mounted, air-cooled rectifier unit is the automatic potential control

(APC) type, manufactured by Universal Rectifier, installed in 2007. The unit has manual taps to limit the output current to a maximum, but otherwise the output is independent of the tap settings.

C. Mader Reservoir

Mader Reservoir is located in south-central Salem. This 1.5 MG steel reservoir is approximately 70 feet high, and approximately 60 feet in diameter. Access to the roof is via open ladder, with the first rung approximately 18 feet off the ground.

The safety cable, permanently fastened to the reservoir near the top and bottom of the ladder, is clipped to the ladder rungs at an intermediate location to hold the cable steady. Cable grabs are needed to access the reservoir roof safely. The reservoir anode system presently consists of four strings of high silicon chromium cast iron

(HSCCI) impressed current type anodes independently suspended from the roof.

All four strings are connected together in a ring configuration on the top of the reservoir, and a single conductor connects the ring from the junction box on the reservoir roof to the rectifier positive terminal below. Each string has two 12-inch by 60-inch anodes in series. The top anode is tubular type; the lower anode is rod-type. The two anodes are factory-connected together as a unit. Two permanent copper sulfate-type reference electrodes are individually suspended from the roof near the wall; one with a blue lead wire, and one with an orange lead wire at 90 and 180 respectively, when viewed from the ladder top. The reference electrode wires are routed via conduit down to the rectifier unit. The reference electrode being used for control in connected to the control unit; the spare reference electrode is

Page 7 Request for Proposal coiled. The reservoir mounted, air-cooled rectifier unit is the automatic potential control (APC) type, manufactured by Universal Rectifier, installed in 2007. The unit has manual taps to limit the output current to a maximum, but otherwise the output is independent of the tap settings.

D. Seeger Reservoir

Seeger Reservoir is located southwest Salem. This 1.5 MG steel reservoir is approximately 48 feet high, and approximately 73 feet in diameter. Access to the roof is via open ladder, with the first rung approximately 15 feet off the ground.

The safety cable, permanently fastened to the reservoir near the top and bottom of the ladder, is clipped to the ladder rungs at an intermediate location to hold the cable steady. Cable grabs are needed to access the reservoir roof safely. The reservoir anode system presently consists of six strings of high silicon chromium cast iron

(HSCCI) impressed current type anodes independently suspended from the roof.

All six strings are connected together in a ring configuration on the top of the reservoir, and a single conductor connects the ring from the junction box on the reservoir roof to the rectifier positive terminal below. Each string has two 12-inch by 60-inch anodes in series. The top anode is tubular type; the lower anode is rod-type. The two anodes are factory-connected together as a unit. Two permanent copper sulfate-type reference electrodes are individually suspended from the roof near the wall; one with a blue lead wire, and one with an orange lead wire at 90 and 180 respectively, when viewed from the ladder top. The reference electrode wires are routed via conduit down to the rectifier unit. The reference electrode being used for control in connected to the control unit; the spare reference electrode is coiled. The reservoir mounted, air-cooled rectifier unit is the automatic potential control (APC) type, manufactured by Universal Rectifier, installed in 2007. The unit has manual taps to limit the output current to a maximum, but otherwise the output is independent of the tap settings.

E. Boone Road Water Pump Station

See Appendix C

Boone Road Water Pump Station is located near a NW Natural Gas main and a petroleum pipeline. An impressed current cathodic protection system was installed to prevent corrosion damage to the exterior surface of the 36-inch Transmission

Line1 near Boone Road Water Pump Station. That cathodic protection system consists of a 300 foot deep anode groundbed located on the west side of the pump station building and a 50 volt, 42 ampere rectifier mounted on the north side of the wall inside the pump station building. The negative (-) bond was connected to the

36-inch pipeline at the manhole located on the northwest side of the building. When initially tested by Norton Corrosion Limited (NCL) in 1982, the impressed current system was providing protection for approximately one-half mile along the gas transmission line and several hundred feet along Transmission Line 1. The cathodic protection system was designed with sufficient capacity so the more of the water transmission line could be protected when mechanical couplings are located and bonded to the pipeline.

Page 8 Request for Proposal

2.5.2 SEWER

Work under this contract(s) will primarily involve the analysis of various facilities related to the City’s sewer system. Some of the work involves annual checking and monitoring of the cathodic protection systems for below ground sewer pump stations and sewer force mains. Other assignments could include the repair and/or replacement of the cathodic protection systems for these facilities, assessment of the various components, developing life cycle and replacement costs, and the training for City maintenance personnel for management of these systems.

The COR shall also be required to provide an annual report of the systems, the functional state, recommendations for maintenance and replacement, and associated costs.

The following are the system components that utilize cathodic protection:

A. Sewer Pump Stations with Oil Immersed Rectifier Units

Alexandar, Joplin, Keizer, Larmer, Mahrt, Rivercrest and Stoneway Sewer Pump

Stations all have oil immersed type rectifier units manufactured prior to and in service since 1981. The service life for the oil is approximately 20 years before it begins to lose in insulating qualities. It is believed that the oil in these units has never been changed. The cooling oil in these units have been tested for PCB’s and no PCB’s were found in the oil.

It is generally difficult to perform maintenance and testing on these rectifier units because they can only be access from the top and are located so that it is necessary to climb on piping and pumps to gain access. The wiring obstructs the test terminals which makes it difficult to connect test leads to test points located on top of the rectifier units. Several of these rectifier units are no longer operational, have inoperative meters, or cannot be conveniently de-energized because they lack a dedicated power circuit breaker. A dedicated circuit breaker is necessary for performing “instant-off” potential measurements and for performing electrical maintenance. The following table summarized the operational status of these rectifier units. Part of this contract work will be to install newer rectifiers and move them into a more accessible location above ground.

Table 2.5.2 A-1

Rectifier Operational Status

SPS Location

Rectifier Operational Status

Remarks

Alexander

Not reliable, bad meters

No reference electrode, structure not protected

Joplin

Inoperative

No reference electrode

Keizer

Inoperative

Needs new anodes

Page 9 Request for Proposal

Larmer May not be reliable

Mahrt Operational No reference electrode

Rivercrest

Operational

Stoneway

Inoperative, low output

Needs new anodes

B. Sewer Pump Stations with Air Cooled Rectifier Units

The Sunset Meadows and Windstone rectifier units were manufactured in and have been in operation since 1995 and 1996 respectively. Both are air cooled rectifiers, are in excellent condition, and are mounted inside an at-grade building with other electrical equipment.

The Windstone SPS CP system if fully operational, and is meeting NACE

International protection criterion of -085 volts, “instant-off” potential. The Sunset

Meadows system was adjusted in January 2004. At that time the rectifier had a good, high level output. The Sunset Meadows system needs to be retested to determine if the adjustment achieved protection.

The Windstone rectifier unit was manufactured by Universal Rectifiers, and has manual taps for rectifier output adjustment. The Sunset Meadows unit was manufactured by Goodall, and is adjusted with a rheostat. It is anticipated that the rheostat will cause some future maintenance problems because these rheostats have a tendency to fail due to high resistance contacts. Both the Sunset Meadows and

Windstone SPS systems have copper/copper sulfate reference electrodes installed with lead wires brought inside the buildings near the rectifier units. The wires are not terminated into a test station.

C. Jade Sewer Pumping Station

Jade Sewer Pump Station if located in northeast Salem. Findings for the Jade cathodic protection system are summarized in the following table.

Table 2.5.2 C-1

Jade SPS CP System Status

CP System Operating

Status

Inoperative, anodes never connected. The SPS has been in operation for 10 years without CP. The CP system should be made operational as soon as possible

NACE International

Protection Criterion Met

No. Anodes not wired to rectifier positive.

Physical Condition /

Maintenance Needs

The oil immersed rectifier unit is in excellent condition and is fully operational. The anodes and reference electrode are terminated in a test station on the outside of the

SPS. The anode wires need to be spliced together and routed in a separate conduit to the rectifier positive terminal. The zinc reference electrode should be replaced by a

Page 10 Request for Proposal copper/copper sulfate reference electrode, and the lead wire should be routed in a separate conduit to a test station mounted adjacent to the rectifier unit.

Operating / Testing

The rectifier unit is installed so that is easily accessed, and be easily tested.

Maintenance Constraints

The zinc reference electrode termination is not located to facilitate testing. The oil immersed rectifier was manufactures and placed in service in 1994. The oil type indicated on the rectifier does not contain PCB=s.

The Jade SPS CP system has never been in service, so this SPS may have undergone significant corrosion. No cost effective tests exist to determine corrosion to date.

The rectifier does not need to be replaced. The zinc reference electrode should be replaced with a copper/copper sulfate reference electrode to be consistent with all

CP systems.

D. West Salem Sewer Force Mains

The sewer force mains are located in West Salem. They run from the West Salem

Sewer Pump Station (SP-28 West Salem) northward, to the Willow Lake Water

Pollution Control Facility. These force mains do not have cathodic protections systems, but have test stations for monitoring purposes.

Page 11 Request for Proposal

Table 2.5.2 D-1

Force Main Corrosion Monitoring Status

Force Main Monitoring

Provisions

The force mains are listed in Table 2.5.2 D-2, along with test station locations and types. The test stations provide electrical connections to the pipelines which facilitate performing pipeline continuity checks, insulated flange checks, periodic pipe-to-soil potential surveys and to determine corrosion activity or cathodic protection potential monitoring, should cathodic protection be added in the future.

Physical Condition /

Maintenance Needs

Manhole test station terminals are corroded to the point it is difficult to make good electrical contact with the conductors. Most of the test boxes have fallen off the manhole walls due to corroded mounting provisions. The test boxes need to be replaced, mounted with corrosion resistant materials, and located so that they are accessible without climbing into the manholes. The three flush mounted test stations, found buried beneath rubble at Station 51+92 on the south side of the Willamette River, need to be clearly marked. Also manholes containing test lead wires at Station 50+80 and 70+55 need markers. A permanent reference electrode should be installed at each manhole or air release vault where test stations are installed. Use of permanent reference electrodes will ensure that potentials are taken at the same location each time and will make the corrosion monitoring process efficient.

Operating / Testing

Constraints

Periodic test data needs to be recorded and saved for comparison with each new measurement.

Maintenance

Constraints

The area between the WSPS and the Willamette River is not well drained. The access roads are gravel, so the area is difficult to access in wet or inclement weather.

These pipeline materials of construction and corrosion control related features area summarized in Table 2.5.2 D-2.

Page 12 Request for Proposal

Table 2.5.2 D-2

Force Main Corrosion Provisions Summary

Pipe Stationing

From - To

Pipe

Materials of

Construction

Nominal

O.D.

(Inches)

Length

(feet)

Year

Installed

Test Station

Locations

(Notes 1, 2, 3, & 4)

Remarks

West Salem

Sewer Pump

Station to

Willamette

River Sta 0+00 to 51+92

Welded

Joint, CCP

0+00**, 10+50, 19+76, 31+10, 39+80, 50+80, 51+92*

No Test Station @ Sta

47+44, Sta 0+00 & 50+80 are for Insulating Flange

Kits (IFK). Sta 50+80 Has magnesium anodes.

Across

Willamette

River Sta

51+92 to 70+55

51+90*, 70+55

Test Stations @ Sta 51+92

& 70+55 are for IFK’s.

North of

River to

Willow Lake

WPCF, Sta

70+55 to

150+55

DIP / CL-50,

Single joint bonded

70+55, 96+84, 111+82, 125+00, 133+00

Test Station at Sta 70+55 is for IFK North end of pipe near 155+00 dumps into concrete surge tank.

DIP is polyethylene encased per AWWA C105.

West Salem

Sewer Pump

Station to

Willamette

River, Sta 0+00 to 51+92

0+00**, 10+50, 19+76, 31+10, 39+80, 50+80, No Test Station @ Sta.

47+44, Sta 0+00 & 50+80 are for Insulating Flange

Kits (IFK). Sta 50+80 has magnesium anodes.

River, Sta

51+92*, 70+55

Test Station @ Sta 51+92

& 70+55 are for IFK’s.

River, Sta

Spare Pipe - Test Station

@ Sta 51+92 is for IFK

River to

Willow Lake

WPCF, Sta

70+55 to

107+45

Single Joint bonded CCP

70+55, 96+84, 107+61

Test Station at Sta 70+55 and 107+61 are for IFK’s

Page 13 Request for Proposal

River to Willow

Lake WPCF, Sta 107+45 to

108+00

DIP Cl-50, 107+61

Test Stations at Sta 70+55 and 107+61 are for IFK’s.

Sta 107+61 has two test stations; one for wires connected at 107+45 and one for wires connected at

108+00. DIP is polyethylene encased as per AWWA C105.

River to Willow

Lake WPCF, Sta 108+00 to

122+80

107+61, 111+82, 123+03

Sta 107+61 has two test stations for IFK’s; one for wires connected at 107+45 and one for wires connected at 108+00. Sta

123+03 has two test stations for IFK’s; one for wires connected at 122+80 and one for wires connected at 123+20.

River to Willow

Lake WPCF, Sta 122+80 to

123+20

DIP Cl-50, 123+03

Sta 123+03 has two test wires connected at 122+80 and one for wires connected at 123+20. DIP is polyethylene encased as per AWWA C105

River to Willow

Lake WPCF, Sta 123+20 to

150+55

123+03, 125+00, 133+00

Sta 123+03 has two test wires connected at 122+80 and one for wires connected at 123+20.

North end of pipe near

155+00 dumps into concrete surge tank.

Page 14 Request for Proposal

Notes:

1. A separate test station with two lead wires is provided for each pipe.

2. Except as noted, test stations are inside manholes. See Notes 3 and 4.

3. *Denotes flush-mounted, at grade test stations outside manholes.

4. **Denoted above-grade type test station inside building.

Legend:

CCP = Concrete Cylinder Pipe

CIP CL-50 = Ductile Iron Pipe Pressure

Class 50

IFK = Insulated Flange Kits

Sta = Pipe Station Number

Page 15 Request for Proposal

SECTION 3: PROPOSAL SUBMITTAL REQUIREMENTS

Organization of the Proposal

Proposers must organize and present their proposal materials in the same order as presented below, and include page numbers. Proposals received without following this format, or received after the deadline and stated place of delivery, may be rejected as non-responsive.

3.1 Cover Letter

A cover letter indicating the proposer’s understanding of the services to be performed and the approach to provide these services to meet the needs of the City. State that services will be provided on a time and material basis. Clearly state whether or not your firm will accept a contract to be the Alternate COR. Signatory of this letter shall be authorized to contractually bind the proposer to a contract with the City. Provide your company name, address, phone number, and email address.

3.2 Organization, size and structure of Proposer

Brief summary of the organization, structure, and size of the proposer.

3.3 Qualifications and Experience of Proposers Staff who will be assigned to this contract

A summary identifying specific individuals within the proposer’s firm who will provide these services to the City. Describe the number of years of experience they have related specifically to scope of work required by this RFP. Summarize their qualifications to provide these services to the City. Summarize specifically their experience using Salem design and construction standards, codes, and policies and procedures. The design of new or refurbishment of existing cathodic protection systems shall be performed or supervised by a Corrosion Engineer. Corrosion Engineer refers to a person, who, by reason of knowledge of the physical sciences and the principles of engineering and mathematics, acquired by professional education and related practical experience, is qualified to engage in the practice of corrosion control. Such people may be a licensed professional engineer and certified as qualified by NACE International, hereinafter referred to as

NACE, if such licensing or certification includes suitable experience in corrosion control on buried or submerged metallic piping systems and metallic tanks. Provide evidence of above referenced licensing or certification.

3.4 Degree of Support required from City staff and Delivery of Projects

A brief summary of how you intend to rely on the City staff to provide the required services.

Address how staff will mobilize with very short notice to provide these services.

3.5 References

A list of references with clients, telephone numbers for all projects and services performed within the last five years by the individuals identified in subsection 3.3 above that are most closely related to the scopes of work identified in subsections 2.5.1 and 2.5.2 of this RFP.

3.6 Fee Proposal

A fee schedule of hourly rates broken down per staff classification. These hourly rates will be incorporated in the COR contract, and will be those used for invoicing the City for the duration of

Page 16 Request for Proposal the contract. Hourly rates shall include billing rates for straight and overtime. Also include a statement as to the categories of reimbursable expenses not included in hourly rates. The City will not pay travel time and travel expenses.

SECTION 4 PROPOSAL EVALUATION CRITERIA AND SELECTION PROCESS

4.1 INTERVIEWS

A selection committee, comprised of City staff, will be used for the purposes of evaluating all responsive proposals received by the closing date and time. The City reserves the right to conduct interviews or ask follow-up questions if, based on the City’s sole determination, they are necessary. If interviews/follow-up questions are conducted, the Proposers selected will be notified by the City Project Manager and the following shall apply:

• The number of Proposers selected for interviews/follow-up questions is at the sole discretion of the selection committee.

• A minimum of three evaluators shall score the interviews/follow-up questions.

• Interview/follow-up question scores (up to a maximum of 20 points) will be combined with the other criteria scores to arrive at a total score. The total score will be ranked to determine the apparent successful Proposer(s).

• Interviews normally require physical attendance at City offices; however, the City may elect to conduct interviews via teleconference. Further details will be included with notification of time and date of interviews, if conducted.

Each of the criteria listed in Subsection 4.2, Evaluation Criteria will be evaluated by the selection committee for the purpose of ranking proposals, based on how fully each Proposal meets the requirements of the RFP.

Neither the City, nor its agents, shall be responsible for any costs incurred by any Proposer as a result of preparing a proposal or presentation in response to this RFP.

4.2 EVALUATION CRITERIA

The City will evaluate all proposals received using the following criteria:

4.2.1 Cover Letter (Pass/Fail)

The cover letter will be scored on a pass / fail basis. If a cover letter is included the score will be a pass; if none is included then the score will be a fail, and the proposal will not be considered for award.

4.2.2 Organization, size, and structure of Proposer. 10 points maximum.

The selection committee will consider the professional qualifications and capacity of the firm to provide municipal cathodic protection services. The firms with the best qualifications and experience that directly relate to the work required herein will obtain

Page 17 Request for Proposal higher points than other firms.

4.2.3 Qualifications and experience of Proposer’s staff who will be assigned to this contract. 40 points maximum.

Individual team member qualifications including licensing, educational degrees, and special training and/or certifications will be part of the evaluation. Individual team members, to be assigned to a project, will also be evaluated based on their position in the firm and level of responsibility, i.e.: Principle, Senior Engineer, Associate Engineer, etc.

The firms whose key team members have the best qualifications and experience that directly relate to the work required herein will obtain higher points than other firms.

4.2.4 Degree of support required from City staff and delivery of projects. 10 points maximum.

The City staff will evaluate the Proposer’s ability to allocate resources when called upon.

The greater the ability to increase staffing resources as required to meet the schedule requirements of a project assignment will result in the Proposer getting higher points.

Support from City staff will be evaluated based on how much support a Proposer anticipates for a typical project assignment. The better the education, training, prior similar experience of Proposer’s, staff the higher the number of points assigned.

4.2.5 References. 20 points maximum.

Proposer must list three to five references from other cities, counties, or state agencies, preferably in Oregon. The more the references given relate to the work required to be performed as stated within the Scope within this RFP, and the better their recommendations, the higher the points assigned.

4.2.6 Fee Proposal. 30 points maximum.

The proposal must include hourly rates for the various classifications of consultant staff to be used on project assignments.

4.3 Selection Process

A RFP Selection Committee will be appointed by the City to evaluate and rank all qualifying proposals received by the closing date. The City will negotiate a final agreement with the proposer with the combined highest ranking. If no acceptable arrangements can be made, negotiations with the next highest ranked proposer will occur.

The successful proposer will be required to complete an Agreement in the form of a Personal

Services Agreement (sample included in Appendix A), which will incorporate this RFP and proposer’s response as a part of the Agreement.

Page 18 Request for Proposal

Evaluation Criteria Maximum Points

Cover letter Pass/Fail

Organization, size, and structure of Proposer 10

Qualifications and Experience of Proposer’s Staff who will be assigned to this contract

Degree of support required from City staff and delivery of projects

References 20

Fee Proposal 30

Total Maximum Points Possible 110

4.2 Selection Process

The City reserves the right to award a contract based on initial proposal submittals or, at the sole discretion of the City, to conduct interviews with any or all of the Proposers. In addition to submitted proposal information, the City reserves the right to use any information that it is aware of, independent of the submitted proposals, in determining consideration of contract award. If no acceptable arrangements can be made, negotiations with the next highest ranked proposer will occur.

The successful proposer will be required to complete an Agreement in the form of a Personal

Services Agreement (sample included in Appendix A), which will incorporate this RFP and proposer’s response as a part of the Agreement.

Page 19 Request for Proposal

SECTION 5: INFORMATION AND INSTRUCTIONS TO PROPOSERS

This section contains administrative and procedural information and instructions for preparation and submittal of the proposal. Note: This RFP process offers several opportunities for prospective proposers to submit formal protests. Filing a protest with the City requires submitting $500.00 with the formal written protest. Prospective proposers and proposers wishing to submit objections to or comments on RFP specifications of a non-protest nature, must submit them in writing to the office of the Contracts & Procurement, by email sself@cityofsalem.net. They must be received no later than June 9, 2023, at 5:00 PM (local time). There is no fee for filing objections to or comments on RFP specifications of this non-protest nature.

5.1 Anticipated Schedule (subject to change)

May 24, 2023 ............................................................................. Begin RFP Solicitation

June 9, 2023 at 5:00 PM (local time).................................. Questions/Clarifications Due

June 23, 2023 at 4:00 PM (local time) ................................................ RFP Closing Date

July 2023 ............................................................... Notice of Intent to Award Agreement

July 2023 .............................................................. Agreement Award (Anticipated Date)

August 2023 ....................................................................................... Notice to Proceed

5.2 Qualification Requirements

Each proposer shall respond to the proposal requirements as presented in Section 3, Proposal

Submittal Requirements, of this RFP. Proposals received without the required information may be rejected as being non-responsive.

The City shall have the right to disqualify any proposal as a result of the information gathered in its research.

5.3 Pre-Proposal Interpretation of RFP and Requested Changes

Technical questions relating to the requirement and scope of services of this RFP and/or the RFP process should be directed in writing to the Contracts and Procurement Manager, Contracts and

Procurement, by email: sself@cityofsalem.net.

Any clarification or interpretation of the proposal documents will be made only by written notification. The City is not responsible for any explanation, clarification, or interpretation given in any manner except by written notification.

Any person who contemplates submitting a proposal in response to this RFP and who wishes to have the City consider a change in any part of this RFP shall submit to the Contracts and

Procurement Manager of the City of Salem a written request for a change or substitution no later than 5:00 PM (local time), June 9, 2023. The request shall include the proposed change and the reason for the change. Protest against award based on the scope of services or other content of this

RFP will not be considered after this time. Changes to this RFP document shall only be by written addenda.

A copy of any written clarification, interpretation and addendum will be posted on OregonBuys.

Page 20 Request for Proposal

5.4 Protest of Solicitation Document and the Procurement Process

A prospective proposer may protest the procurement process or the solicitation document for an

Agreement. A prospective proposer must deliver a written protest to the Contracts and

Procurement Manager (email: sself@cityofsalem.net) no later than 5:00 PM (local time), June 9, 2023. The prospective proposers shall indicate the reasons for the disagreement through a written protest and shall include a statement of the desired changes to the procurement process or the solicitation document that the prospective proposer believes will remedy the conditions upon which the prospective proposer based its protest.

The written protest must be submitted with a certified check or cashier's check in the amount of $500.00 to cover the costs of processing the protest. The check shall be submitted via USPS, UPS, or FedEx.

5.5 Execution of the Proposal

The proposal shall be executed in the name of the proposer followed by the signature of the officer authorized to sign for the printed or typewritten designation of the office held.

If the proposal is made by a partnership, it shall be executed in the name of the partnership followed by the signature of an authorized partner.

If the proposal is made by a Limited Liability Company (LLC), it shall be executed in the name of the LLC followed by the signature of the authorized member(s) or manager(s) authorized to sign for the LLC and the printed or typewritten designation of the office held in the LLC.

If the proposal is made by a corporation, it shall be executed in the name of the corporation followed by the signature of the officer authorized to sign for the corporation and the printed or typewritten designation of the office they hold in the corporation.

If the proposal is made by a joint venture, it shall be executed by each participant of the joint venture.

5.6 Submission of Proposal

Proposals will be received until, but not after 4:00 PM (local time), June 23, 2023.

Completed proposals must arrive electronically via Equity Hub’s Bid Locker at https://bidlocker.us/a/salem_or/BidLocker. The City will not accept proposals submitted in any other manner.

NO LATE PROPOSALS WILL BE ACCEPTED.

Your proposal must be uploaded prior to the Closing Date and Time. The City strongly recommends that you give yourself sufficient time and at least ONE (1) day before the closing date and time to begin the uploading process and to finalize your submission. The City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception https://bidlocker.us/a/salem_or/BidLocker

Page 21 Request for Proposal problems, equipment failure, or any other similar cause. Each Proposal is instantly sealed and will only be visible to the City after the closing date and time. Uploading large documents may take significant time, depending on the size of the file(s) and your internet connection speed. You will receive an email confirmation receipt once you finalize your submission.

Supported web browsers: Chrome, Firefox, Safari, and Vivaldi.

Need Help?

Please contact Equity Hub at help@equityhub.us or 267-225-1407 for technical questions related to your submission.

The Vendor Guide for Bid Locker can be found at Vendor Guide for Bid Locker.

5.7 Response Date

Delivery in the manner stated herein and completeness of submittals as required by this RFP shall be solely the responsibility of the proposer(s). Submission of proposals or additional information offered after the closing date and time shall not be accepted or considered.

5.8 Withdrawal of Proposal

Proposer(s) may withdraw their proposal, by written notice submitted on the proposer's letterhead, signed by the proposer's authorized representative, delivered to the Contracts and Procurement

Office by email at contracts@cityofsalem.net. To be effective, the withdrawal must be received prior to closing date and time. The proposer shall mark a written request to withdraw its proposal as follows: “Proposal Withdrawal - RFP #234048.”

5.9 Notice to Proceed

The successful proposer(s) may be given ten (10) calendar days to execute the Agreement and return it to the City. Contractual work may not begin until the notice to proceed has been issued.

The notice to proceed will be issued after execution of the Agreements by the City. The notice to proceed will authorize commencement of the work based on the Agreement.

5.10 Rights of City to Award or Reject Proposals

This RFP does not commit the City to award or enter into an Agreement. Under no circumstances will the City pay the costs incurred in the preparation of a response to this RFP. The City reserves the right to:

• Accept or reject any or all proposals or any portion thereof received as a result of this RFP.

• Negotiate with any proposer(s).

• Accept a proposal and subsequent offers for Agreement from other than the lowest cost proposed.

• Waive any immaterial defects and irregularities in proposals and to waive or modify any irregularities in proposals received, after prior notification to the proposer(s).

mailto:help@equityhub.us https://bidlocker.us/files/Bid%20Locker%20Vendor%20Guide%20-%20Nov%202020.pdf

Page 22 Request for Proposal

• In determining the most responsive proposer, take into consideration any or all information supplied by the proposer in the proposal and the City’s investigation into the experience of the proposer. In addition, the City may accept or reject proposals based on minor variations from the stated scope of services and when such action is deemed to be in the City’s best interest.

• Negotiate a final scope and price with the selected proposer that may differ in some respects from this RFP.

• To seek clarifications of each proposal.

• If proposer chooses to participate in negotiations, they may be asked to submit additional information, or other revisions to their proposal as may be required.

• Consider proposal modifications received at any time before the award is made, if such action is in the best interest of the City.

• To negotiate a final Agreement that is in the best interest of the City.

5.11 Contract Administrator

The Contract Administrator is Gerald Arredondo. All questions relating to the RFP process should be directed in writing to Shawna Self, CPPB, Contracts and Procurement Manager, by email to:

sself@cityofsalem.net.

5.12 Economy of Proposal Preparation

Proposals should be prepared simply and economically, by providing a straightforward, concise description of the proposer’s capabilities related to specified elements units or services. Proposals should not include any information not specifically identified or specified as a required response.

5.13 Addenda

In the event that it becomes necessary to revise any part of this RFP, an addendum will be posted on OregonBuys. Prospective proposers are solely responsible for checking OregonBuys to determine whether or not any addenda have been issued. The City is not responsible for any explanation, clarification, interpretation, or approval made or given in any manner except by addenda. Addenda, if necessary, will be issued not later than five (5) City business days prior to the RFP closing date.