Bid Notice-Engineering Services for Middle Basin Wastewater Treatment Facility Digester _ Solids Improvement Project.pdf

REQUEST FOR PROPOSAL

FOR

ENGINEERING SERVICES FOR MIDDLE BASIN

WASTEWATER TREATMENT FACILITY

DIGESTER & SOLIDS IMPROVEMENT PROJECT

RFP NUMBER: 2026-042

ISSUE DATE: 8/20/26

OPEN DATE & TIME: 10/1/2026 2:00 PM

Purchasing Administrator: Nicole Averell, CPPO, CPPB

Contact Information: nicole.averell@jocogov.org 913-715-0595

Rev. 3/16 RFP No. 2026-042 Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

TABLE OF CONTENTS

TABLE OF CONTENTS

1 TENTATIVE TIMELINE

2 INTRODUCTION

3 MANDATORY PRE-PROPOSAL MEETING

4 QUESTIONS

5 SCOPE OF SERVICES

5.1 Project Specific Information

5.2 Project Administration/Management

5.3 Asset Management

5.4 Basis of Design Report Services

5.5 Detailed Design Services

5.6 Contract Initiation Services

5.7 Future Optional Services (Not included in Initial Contract)

6 CONTRACT TERM & OPTION TO RENEW

7 QUALIFICATIONS

8 EVALUATION PROCESS

9 STANDARD TERMS AND CONDITIONS

9.1 TERMINOLOGY/DEFINITIONS

9.2 OPEN COMPETITION

9.3 PREPARATION OF PROPOSAL

9.4 SUBMISSION OF PROPOSAL

9.5 PROPOSAL OPENING

9.6 EVALUATION/AWARD

9.7 CONTRACT/PURCHASE ORDER

9.8 INVOICING AND PAYMENT

9.9 DELIVERY

9.10 INSPECTION AND ACCEPTANCE

9.11 WARRANTY

9.12 CONFLICT OF INTEREST

9.13 CANCELLATION/TERMINATION OF CONTRACT

9.14 COMMUNICATIONS AND NOTICES

9.15 INVENTIONS, PATENTS AND COPYRIGHTS

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

9.16 NON-DISCRIMINATION IN EMPLOYMENT

9.17 AMERICANS WITH DISABILITIES ACT

9.18 GOVERNING LAW AND VENUE

9.19 HOLD HARMLESS

9.20 TITLES

9.21 RIGHT TO EXAMINE AND AUDIT RECORDS

9.22 HIPAA COMPLIANCE

9.23 TAX CLEARANCE FOR TAXES OWED TO LOCAL GOVERNMENTS

9.24 TIME LIMIT TO SUBMIT SUPPORTING DOCUMENTS

9.25 SURCHARGES

9.26 ADDITIONAL SERVICES

9.27 NEGOTIATIONS

9.28 TRAVEL EXPENSES

9.29 PUBLICITY CLAUSE

9.30 OWNERSHIP

9.31 OBJECTIONS

9.32 SAM (System of Award Management)

9.33 LICENSES AND PERMITS

9.34 CODES AND REGULATIONS

9.35 CONTRACT PRICING

9.36 PERFORMANCE AND STATUTORY BONDS

9.37 CYBER OF SECURITY STANDARDS

9.38 THIRD-PARTY SECURITY AUDITS

9.39 DATA BREACH RESPONSE

9.40 CYBER SECURITY RESPONSE PLAN

9.41 ATTORNEY’S FEES; DAMAGES

9.42 DIGITAL ACCESSIBILITY

9.43 ARTIFICIAL INTELLIGENCE

10 SPECIAL CONDITIONS

10.1 INSURANCE

11 COOPERATIVE PROCUREMENT WITH OTHER JURISDICTIONS

12 INVOICE DISCOUNT TERMS

13 INSTRUCTIONS FOR RESPONDING TO RFP

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

13.1 KEY CONSULTANTS/ASSOCIATES

13.2 RESUMES

13.3 ILLUSTRATIVE WORK

13.4 PROJECT APPROACH AND UNDERSTANDING

13.5 ADDITIONAL INFORMATION AND RESOURCES

13.6 PROPOSED COST

14 SAMPLE FORMS

TABLE OF CONTENTS

14.1 FORM 1 – FIRM(S) GENERAL INFORMATION

14.2 FORM 2 - KEY CONSULTANTS/ASSOCIATES

14.3 FORM 3 - RESUMES

14.4 FORM 4 - ILLUSTRATIVE WORK

14.5 PROJECT APPROACH AND UNDERSTANDING

14.6 FORM 5 - ADDITIONAL INFORMATION AND RESOURCES

14.7 FORM 6 - PROPOSED COST

ATTACHMENT A - INSURANCE REQUIREMENTS

1 TENTATIVE TIMELINE

Issue RFP 8/20/2026

Mandatory Virtual Pre- Proposal Meeting

9/2/2026 9:00 AM

Clarification Deadline 9/21/2026

Open RFP 10/1/2026

Interviews- Week of 11/9/2026

Board Approval 2/25/2027

Project Begins 3/15/2027

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

2 INTRODUCTION

Johnson County is a local government organized on September 7, 1857 and located in the Kansas City metropolitan area of northeast Kansas. The County serves a diverse and expanding population through four county agencies and 26 county departments and offices. The County has more than 4,000 public servants serving in more than 52 offices located through-out the County and dedicated to helping Johnson County’s more than 600,000 residents remain part of a safe and vibrant community. Johnson County is governed by a seven-member, non-partisan, elected Board of County Commissioners (BOCC). The BOCC appoints a County Manager. Johnson County also has both an elected Sheriff and District Attorney.

In addition to the traditional governmental operations of public health and safety, codes regulations, and tax collection, Johnson County operates a major intermodal transportation system, two (2) airports, railroad and business park, fourteen libraries, four multi-service centers, a parks and recreation district, mental health and developmental support centers, a community corrections program, and a countywide wastewater system. More information on Johnson County can be found on our public website (www.jocogov.org), as this site provides information on the organization and a complete directory of services provided as well as the wide range of public resources available.

Johnson County Wastewater (JCW) is part of County government. JCW is responsible for providing sanitary sewer services for more than 500,000 people in the County. To meet these commitments, JCW must continually manage, maintain, and improve a variety of infrastructure assets, including 6 major wastewater treatment facilities (WWTFs), 32 pump stations, 2,300 miles of gravity sewer lines, 58,000 manholes, 23 miles of low-pressure sewers and 42 miles of force mains. JCW has made great strides proactively maintaining and upgrading these assets. JCW has planned for and is dedicated to large infrastructure projects that are in alignment with its mission statement – to protect our environment, serve our customers, and enhance our communities.

3 MANDATORY PRE-PROPOSAL MEETING

A Mandatory pre-proposal virtual meeting will be held on September 2, 2026 at 9:00 AM., Central Time using Zoom software. The pre-proposal meeting is mandatory for submitting a proposal. The Zoom meeting link is provided below:

Join Zoom Meeting:

https://us02web.zoom.us/j/84636439330?pwd=f88WTG3f6obu9mBRnMcD5ayZvqxN67.1

Meeting ID: 846 3643 9330 Passcode: 529744

4 QUESTIONS

To ensure open and fair competition for all potential respondents, ALL questions and contact concerning this RFP shall be directed to the Johnson County Purchasing Administrator.

We encourage you to submit questions up until the cutoff date and time by selecting ‘Ask Question’ on the solicitation event at: https://jocogov.ionwave.net

Respondent should make NO CONTACT, either written or verbal, with the Board of County Commissioners, Johnson County legal counsel, department personnel, consultants, or other county boards beginning with the issuance of this document through approval of award.

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

5 SCOPE OF SERVICES

5.1 Project Specific Information

1. Project Introduction

JCW is seeking proposals from a qualified consulting firm or consultant teams to provide engineering services for predesign, design, and construction phase engineering services for major improvements to the solids processing train of the Douglas L. Smith Middle Basin (Middle Basin) Wastewater Treatment Facility (WWTF) at 10001 College Blvd in Overland Park, Kansas as described within this RFP. Anticipated efforts include:

• Preparing a Project Definition – Basis of Design Report (BODR) for a capital improvement project;

• Conducting Detailed Design services

• Coordination of work with a Construction Manager at Risk and assisting with development of the Guaranteed Maximum Price.

• Off-Ramp to a Design-Bid-Build Project

It is anticipated that JCW will enter into negotiations for Construction Phase Services with the firm that is selected for the services being requested by this RFP.

2. Background In 2022, JCW commissioned a consulting team to develop an overall Facility Plan for the Middle Basin WWTF with recommended improvements to current and future objectives. A supplemental Solids Treatment Conceptual Facility Plan (Solids FP) was developed in 2025 to further detail solids processing improvements at the facility. Influent flows and loads are not expected to increase so the focus is on significant renewal and replacement needs surrounding the solids treatment systems while maintaining operation of the existing system. Additional digester capacity is a high priority to provide redundancy and allow for the ability to maintain the associated digestion equipment. The existing Solids Processing Building is in poor condition with recurring structural failures and the dewatering equipment and associated equipment in this building are at the end of their useful lives. The Solids FP recommended a new Solids Processing Building to improve system reliability. Both facility plans are available at the project site: Potential Future Projects | jcwprogram/outreach/future-projects.

3. Project Description

a. Objectives

The primary scope items for the improvements to the Middle Basin WWTF Digester & Solids Improvements Project are grouped into the following items:

• Digester Rehabilitation and Improvements (including the conversion of a secondary digester to a primary digester, a new Digested Sludge Storage Tank (DSST), and rehabilitation of the existing digesters, dewatering building, and associated equipment)

• New Dewatering Building and associated equipment

It is the goal of JCW to meet the following objectives using a cost-effective solution:

• Rehabilitation and replacement (R&R) of aging infrastructure for the solids treatment train to improve capacity and reliability of plant operations.

• Maximize project budget through value engineering. Ensure primary scope items can be completed while allowing flexibility to incorporate other priority items as budget allows.

• Manage risk associated with undefined digester repair scope and potential emergency repairs of failing assets through project duration.

b. Existing Facility The Middle Basin WWTF is located in Overland Park, just east of 69 Highway and south of College Blvd. Middle Basin was built in the early 1980s and is rated for 14.5 million gallons

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project] per day (MGD) average day flow (ADF) with an actual ADF of 11.4 MGD over the past two years. The facility processes approximately 1,600-1,800 dry tons of biosolids per year.

Middle Basin is a biological nutrient removal (BNR) facility with a solids treatment train consisting of primary treatment, gravity thickener, fermenters, waste activated sludge (WAS) to rotary drum thickeners, FOG waste receiving station, anaerobic digestion, belt filter press dewatering, and truck load out conveyor. The BNR facility has inDENSE in two of the four train for sludge densification and the waste sludge is currently returned to the head of the plant where it settles out in the primaries. The solids treatment train must remain in service throughout construction. Design and construction plans need to maintain operations while performing construction. Additional details about each process can be found in the Solids FP.

c. Work to Date

Since the commissioning of the plant in the 1980s, the Middle Basin WWTF has been modified more than 30 times. Upgrades have ranged from minor system upgrades to conversion to BNR treatment process and additional treatment trains. The main solids streams processed at Middle Basin are primary sludge through fermenter (PS), WAS, thickened waste activated sludge, primary scum, and hauled fats, oil, and grease (FOG) waste.

Previous upgrades to the solids handling facilities at Middle Basin include:

• Additional solids handling equipment (WAS thickening centrifuges and additional belt filter press) and anaerobic digestion capacity (Digestor No. 3) under Contract 3 in 1984.

• Additional anaerobic digestor capacity (Digester No. 4) and installation of the FOG receiving system under Contract 19 in 2011.

• Dewatering improvements under Contract 23 in 2014

• Digester No. 1 cover repair in Contract 30 in 2016

• FOG mixing improvements and programmable logic controller (PLC) upgrades under Contract 33 in 2023.

• Replacing the thickening centrifuges with rotary drum thickeners (RDTs) under

Contract 34 in 2023.

Since the report has been finalized, the additional improvement projects have

• Influent Screening, UV Disinfection, and Plant Effluent Water Pump Station improvements under Contract No. 37 to be completed in 2026.

• Asset Renewal Project includes improvements to the existing solids processing building (Bldg. No. 2) and relocates existing sodium hypochlorite tanks under Contract No. 39 which is expected to be completed by December 2028.

Relevant drawings and reports will be made available on IonWave . Other historical documents may be made available upon request. All requests and questions shall be posted directly on IonWave.

d. Scope Items Initial project scope is defined as line items in table below from the 2025 Solids Treatment Facility Plan with priority medium and higher. Potential future scope could include additional items with medium-low and lower priority as budget and schedule allow or if any of these items become higher priority between the issuance of this RFP and project completion.

(i) Initial scope items (Priority High, Medium-High, Medium)

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

Project Scope Item Description Priority Group Rank

Anaerobic Digester Rehab Digester gas piping to flares High 1 New DSST and Support Bldg. New road to FOG Building High 2

New DSST and Support Bldg. Demolition of gas membrane pad, DSST Tank and Support Building, associated piping and equipment, boiler relocation

High 3

New DSST and Support Bldg. Converting Digester No. 2 to a primary digester and Digester No. 2 cover replacement and cleaning

High 4

Anaerobic Digester Rehab All digester equipment – pumps and heat exchangers

High 5

Anaerobic Digester Rehab Digester gas safety equipment High 6 Anaerobic Digester Rehab Digester No, 1 and 3 cover replacement and cleaning High 7

Anaerobic Digester Rehab Replace piping in Building No. 4 Medium- High

Anaerobic Digester Rehab Dedicated digester feed lines for TPS, Scum, and TWAS

Medium- High

Anaerobic Digester Rehab Digester No. 4 cover replacement and cleaning

Medium- High

New DSST and support Bldg. Truck staging area for dewatered cake and fog hauling

Medium 11

New Dewatering Building Demolition of CHP’s Medium 12 New Dewatering Building Demolition of Building 10 and temporary electrical power Medium 13

New Dewatering Building Dewatering building including equipment, piping, and access roads. (Does not include centrate EQ tank and pump station)

Medium 14

Centrate EQ Centrate EQ tank and pump station Medium 15 Building No. 2 Modifications Demolition of BFP’s Medium 16 Primary Sludge Handling Digester feed pump replacement Medium 17

Note: refer to the 2025 Solids FP for more details on each scope item.

(ii) Potential scope items (Priority Medium-Low, Low)

3.1.1.1.1.1.1. Primary Sludge Handling Modifications

3.1.1.1.1.1.2. New Waste Gas Burners

3.1.1.1.1.1.3. FOG Receiving Equipment

3.1.1.1.1.1.4. Ferric Chloride System

3.1.1.1.1.1.5. Biogas Utilization

Based on the work completed to date, JCW anticipates the scope of work for the project under this RFP solicitation will consist of the following components in addition to the items detailed above. However, JCW encourages interested firms to develop suggestions for alternative approaches or enhancements that may result in an improved schedule or cost savings for JCW while maintaining plant operations. JCW anticipates using the Construction Management at Risk (CMAR) approach for this project.

5.2 Project Administration/Management

1. Overall Project Management / Budget Review: Perform general project management and budget oversight duties for the entire duration of the project, including managing staff to meet schedule deadlines, invoicing, progress meetings, review workshops and other project management duties.

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

a. Kickoff Meeting: Arrange a "kickoff" meeting with JCW's Engineering staff and Operation and Maintenance personnel, as appropriate, for the identified project. Discussions will be held to review and confirm the project goals and objectives, to evaluate basic concerns on design and implementation of the project, and to confirm the scope of work.

b. Progress Meetings: Schedule two meetings per month for project progress meetings over the course of the entire project. The intent of the meetings will be to update JCW staff and project team on the project status, progress, budget and schedule status/concerns, deviation from scope of services, identification of problem areas, work expected to be completed by the next meeting, and any special agenda items relevant to the work progress. The Engineer may be required to align the timing and agendas for these meetings with monthly interim milestone (IMS) review meetings held with the Program Manager.

c. Meeting Materials: Meeting agenda and materials will be provided to JCW no less than one week in advance of the meeting. Draft meeting minutes will be prepared and distributed within one week after the meeting.

d. Monthly Invoice: Submit an invoice each month. The Invoice Total and Invoice Number will be clearly identified on the first page of the invoice. Each invoice will include the following information:

purchase order number, project title, contract number, authorization number, hourly billing rates, and extended totals. The invoice will contain a summary table showing, by task, the budget, amount previously invoiced, amount currently invoiced, and remaining budget. Invoices will be submitted electronically for payment in PDF format.

e. Progress Reports: Provide a progress report to accompany each invoice. The progress report will include an updated schedule, summary of work completed, outstanding project issues, potential scope adjustments, and a comparison of work completed against the invoiced amount.

f. Contract Decision Log: The Engineer will maintain a Contract Decision Log of all key decisions made during the project that impact the budget, schedule, or other design components of the contract, and will include a copy of the current Contract Decision Log with each invoice.

g. Deliverable Review Workshops: The Engineer will hold a review workshop at least two weeks following submittal of each technical deliverable covered under this scope of services. JCW will endeavor to review and provide comments to the Engineer by the date of the review workshop. For each workshop, the Engineer will prepare an agenda and meeting minutes that summarize key discussion items and project decisions. The Engineer will keep track of all comments provided by JCW and provide responses to each. JCW and the Engineer will review these responses before any changes are incorporated into the project. Changes shall be incorporated by the next project milestone.

h. Electronic Files: PDF deliverables shall be organized and professional. PDF deliverables shall be fully bookmarked for ease of navigation through the document by heading title, specification section, or drawings sheet number as appropriate for the type of document. PDF documents (e.g. Memoranda, Reports, Specifications, etc.) shall be fully searchable using find commands within the PDF viewing software.

i. Upon request by JCW, the Engineer may be requested to turn over electronic copies of computer files generated for this project, included but not limited to process models, cost evaluation spreadsheets, contract documents, and schedules.

ii. Engineer will file and make project documents available electronically for collaboration on a secure server, file transfer protocol (FTP) site, or by other JCW-accepted method.

i. Fee Breakdown: To the maximum extent possible, the Engineer’s task organization and fee breakdown should align with this Scope of Services, and the deliverables should align with the IP Program’s interim milestones (see Program Management Plan (PMP) IMS Checklist).

j. JCW Guidelines and Standards: The Engineer will incorporate the following JCW design guidance and standards into their work at a minimum:

i. Arc Flash Design Guidelines

ii. LEL and H2S Guidance

iii. Chemical System Design Guidance

iv. Design Safety Guideline

v. P&ID Design Guidance

vi. Equipment Tagging

vii. Piping color and labeling

viii. Odor Control

2. Public Relations: Conduct a public relations program to assist JCW with informing the impacted city, businesses, customers, and the public about the need and scope of the proposed improvements, and the measures being taken to minimize economic and environmental impacts. The outreach efforts shall address concerns over noise, lights, odors, dust/dirt, and daily work schedule. The program shall be flexible such that it can be web-based and/or in-person.

a. Coordinate and facilitate meetings with the City of Overland Park

b. Coordinate and facilitate meetings with residents and businesses located adjacent to the proposed improvements.

c. Provide door hangers and post cards to residents before starting critical activities.

d. Setup and maintain an email list to frequently update residents and businesses that sign up.

e. Set up a project website where information on the project can be presented and updated on a recurring basis. Develop and implement a strategy for messaging on social media. Work with Johnson County Communications to develop and implement these efforts.

3. Project Coordination: It is the intent of this project to use CMAR. Provide coordination services to develop systems and tools for coordinating and collaborating with the Construction Manager (CM) and JCW throughout design.

4. Deliverables:

a. Monthly invoice and progress reports

b. Monthly progress meeting agendas and minutes

c. Review Workshop agendas and minutes

d. Response log to JCW comments at each Review Deliverable

e. Public Relations Website

f. Public Relations notifications

5.3 Asset Management

1. This task involves activities to integrate asset information developed under this scope of services into JCW’s overall Facility Asset Management Program (FAMP).

2. Asset Onboarding. During the design and construction phases of capital projects, the Engineer will provide the services described in JCW’s Asset Onboarding Standard Operating Procedures (SOPs). The Engineer will own and update the project asset onboarding document at each milestone, in coordination with JCW. Highlights of the SOPs are as follows:

a. At the beginning of the Basis of Design phase the JCW PM will provide the existing list of assets from Lucity. JCW will provide the Engineer the Asset Onboarding SOPs document that describes this process and the duties of the Engineer. In addition, JCW will provide the ESSA user guide that describes how to complete the ESS’s.

b. At 30% design the Engineer will deliver the Engineer’s draft asset onboarding hierarchy for review. The hierarchy will identify assets that will be replaced, retired, or any new assets added to the process. The Engineer will continue to update this list as design develops.

c. At 60% design the Engineer will deliver the updated draft hierarchy as one of the 60% deliverables.

The FAMP team will review the Engineer’s draft hierarchy, and provide comments to the Engineer and JCW PM during the 60% Design Workshop. In addition, an asset naming and tagging review workshop will be held with representatives of the project team.

d. At 90% design the Engineer will update the Engineer’s draft hierarchy based on design changes from 60% and finalize the naming and tagging. The updated draft hierarchy will be one of the deliverables of the 95% package.

e. After the bid phase the Engineer will update the Engineer’s draft to reflect any changes from the conformed to bid documents. The final hierarchy will then be approved by the JCW PM or FAMP team.

3. Deliverables:

a. Asset Onboarding Hierarchy at each Design Milestone

b. Approved ESSs to JCW PM and FAMP team

5.4 Basis of Design Report Services

1. Project Definition – Basis of Design Report (BODR): Prepare an initial analysis and summary report to define the conceptual design for the proposed improvements. Analysis should include the following components:

a. Confirm annual average, maximum month, peak day loads, and other pertinent design parameters not defined in the recent Facility Plan or needed for the purposes of process modeling.

b. Revisit the recommendations, sizing, layouts, and design criteria from the 2025 Solids FP with the JCW team and CM to confirm basis of design conditions. It is anticipated that the CM will provide and develop the cost model for the project based on these recommendations.

c. Review the phasing plan from the recent Solids FP for construction of the solids train improvements and provide updates/changes to further refine and optimize the plan. Solicit detailed feedback from Operations and Maintenance staff and CM. Conduct process modeling of the existing process, if needed, to determine the feasibility of various phasing plans while removing unit processes from service and while meeting solids and FOG treatment needs.

a. Provide a preliminary phasing plan as part of this RFP for review.

d. Develop a preliminary project schedule that includes design, coordination with the CM, and workshops with JCW. Identify “early out” packages for project components on the critical path that need to be started prior to the end of detailed design.

a. Provide a preliminary project schedule as part of this RFP for review.

e. Determine applicable codes and standards.

f. Provide permitting assistance: Determine anticipated permits, required approvals, and schedule for the project, including but not limited to:

i. Local Municipality Permits: City of Overland Park (City development process generally includes Preliminary Development Plan, Final Development Plan, Public Outreach, and Building Permit)

ii. FEMA (for floodplain development)

iii. KDHE (BODR, Construction, SWPPP, etc.)

iv. Federal and State agencies

v. FM Global

g. Coordinate with existing utilities serving the Middle Basin WWTF to determine adequacy of existing services and improvements necessary to accommodate the upgraded facility (if any).

Evergy, WaterOne, AT&T, Kansas Gas Service, County Fiber (DTI).

h. Identify opportunities to optimize the design concept for energy efficiency considering the County’s “Triple Bottom Line” approach.

i. Geotechnical investigations and site survey.

j. Develop a Basis of Design cost model as a tool for comparing alternatives prior to participation by the CM. It is the intent that the CM develop a cost model early to facilitate decision-making and track the actual costs of the decisions from the BODR cost model.

k. Identify and track Value Engineering opportunities.

l. Identify and incorporate opportunities to minimize the impact of the project on the nearby residents and public, including traffic, noise, odor, light, scheduling, and other nuisances.

m. Lead and conduct review workshops to engage the JCW and CM team and develop and review concepts throughout preliminary design.

n. Summarize results of the efforts in a Basis of Design Report and submit to JCW. At a minimum, the

Basis of Design Report shall include:

i. Basis of Design Parameters and Design Criteria of equipment for each process

ii. Listing of assets, tagged according to JCW standard naming conventions

iii. Conceptual Site Plan

iv. Conceptual Building Layouts

v. Construction Phasing Plan

vi. Process & Instrumentation Diagrams (P&IDs)

vii. Permitting Approach and Schedule

viii. City and Outreach Approach and Schedule

ix. Cost Impacts for alternatives (engineer developed)

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

o. Furnish up to two (2) hard copies of the draft BODR to JCW and one (1) electronic version in Microsoft Word, Excel and/or portable document format (pdf). Engineer to confirm quantity of hard copies with JCW prior to submitting the deliverable.

p. Review these documents with JCW and any governmental agencies, as required, and revise the design report to include JCW’s comments and suggestions.

q. Provide up to three (3) hard copies of the Final BODR and one (1) electronic version in pdf, or acceptable format to JCW. The Final BODR shall be signed and sealed by a Professional Engineer (PE) registered in the state of Kansas. Transmit one of the hard copies to the Kansas Department of Health and Environment (KDHE) on behalf of JCW. JCW will provide a signed transmittal letter to be sent with the package.

r. Prepare a presentation and present the findings of the report in a meeting with KDHE.

s. Deliverables:

a. Draft and Final Basis of Design Report (BODR)

5.5 Detailed Design Services

Following JCW’s acceptance of the final Preliminary Design Services, a detailed design phase will be conducted.

JCW anticipates that the following services will conform to the CMAR delivery.

1. Detailed Design Phase Services: Perform detailed engineering design services of the selected improvements to prepare contract documents for construction. It is anticipated that design services will include, but not be limited to, the following components:

Produce contract specifications including: (1) the JCW standard "front-end" contract documents, which generally include Invitation to Bid, Table of Contents, Instructions to Bidders, Bid Forms, Bond Forms, Agreement, General Conditions, Supplementary Conditions, and Exhibit A that lists the duties, responsibilities and limitations of the authority of the resident project representative, (2) Additional Supplemental Conditions, (3) Technical Specifications and (4), if required, subsurface information.

a. Drawing full-size format shall be 22”x34”. Half-size drawings shall be 11”x17”.

b. Develop detailed design documents (drawings, specifications and assistance with refinement to the CM cost model) for the proposed improvements. Prepare and submit drawings and specifications to JCW. At a minimum, conduct one (1) review workshop with JCW staff. Deliver progress submittals at the following design milestones within agreed upon timeline:

i. 30% Design

ii. 60% Design

iii. 90% Design

iv. Final Design

c. Conduct addition workshops as needed in between milestones to help advance design and facilitate reviews.

d. To accommodate early involvement of the CM, a schedule for design milestones for each potential GMP shall be developed and agreed upon by all parties (Engineer, CM, Owner).

e. Develop and review with JCW the control narratives and Supervisory Control and Data Analytics (SCADA) sketches to serve as the basis of design for the actual graphical userface to be implemented during construction. The sketches should be mockups that use the graphics from the JCW SCADA system to encourage participation from operations in the process and to provide guidance to the system integrator during construction. This may require a series of workshops throughout design.

f. Assist in obtaining approval and permits, as required, from the governmental authorities (local jurisdictions or regulatory agencies) having jurisdiction over the project, consisting of any required preliminary plans and specifications, correspondence, permit applications, public relations assistance, including but not limited to, public notifications and public meetings, and the attendance at one (1) meeting with each of the appropriate governmental agencies. The cost of plan review fees, building permit fees, and other required permits will be identified by the Engineer in the basis of design phase. The Engineer will coordinate responses to governmental agency comments with JCW.

g. Meet land disturbance regulatory requirements specified by NPDES Phase 2 Stormwater, Kansas Department of Health and Environment (KDHE), and local jurisdictions. Develop an erosion and sediment control plan to meet these requirements; submit a General Permit Application (i.e., a Notice of

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

Intent), a Stormwater Pollution Prevention Plan (SWPPP), and the application pre-processing fee to KDHE. (JCW will be the permit holder but may transfer the permit to the Contractor at time of notice-to-proceed.) The Engineer will outline in the construction contract documents that the Contractor will be required to implement the SWPPP and keep a copy of the approved Notice of Intent (NOI) issued by KDHE and the erosion and sediment control plan on site. Local jurisdiction requirements will also be followed if more stringent than KDHE requirements.

h. Participate in a Value Engineering (VE) (if applicable) analysis to optimize project improvements for improving quality, increasing efficiency, and reducing cost. At a minimum, the VE process will include defining the purpose of the improvements, generating potential alternatives, evaluating alternatives, and summarizing and presenting the results and recommendations from the VE process to JCW. JCW encourages firms to propose specific VE methods that have proved successful for the firm on previous projects.

i. Discuss construction testing and Special Inspections. Determine who will be responsible for these services and update the Contract Documents with clear and consistent instructions to the contractor.

j. Prior to issuing a GMP, the Engineer will produce an electronic set of signed and sealed documents (or ½-size printed copies, if requested) marked as “Permitting Review Set” to JCW, the CM, and the following organizations for review:

a. Factory Mutual (FM), the County risk management firm

b. KDHE

c. Local City Agency

d. Other departments or agencies as needed

k. Prepare a presentation and present the findings of the report in a meeting with KDHE.

l. Provide an electronic set of documents to JCW’s Arc Flash project manager to initiate the Arc Flash

Study. Arc Flash Study to be provided by JCW. Engineer to confirm documents include a short circuit study and protection device coordination study.

m. The Engineer will create the complete signed and sealed contract document set for each GMP in electronic format in accordance with the requirements of the Kansas State Board of Technical Professions. Obtain JCW Chief Engineer or Assistant Chief Engineer electronic signature/approval on final signed and sealed drawings. Official drawings will be Full-Size, scaled appropriately, and properly bound. Final plans and specifications will also be provided electronically in pdf format. Provide electronic copies marked as “Issued for Construction” to the following:

a. JCW

b. CM

c. KDHE

d. Staff of the affected cities or regulatory agencies

e. Factory Mutual, as required

2. Guaranteed Maximum Price (GMP) Development: Consult and collaborate with the CM throughout the design process to facilitate a construction solution that balances constructability, construction sequence, operability, quality, budget, and schedule. Services will generally include:

a. Assist CM in the preparation and maintenance of a Project Cost Model and submit detailed cost estimates as the design is advanced;

b. Assist CM in the development, submission and negotiation of GMP proposal for execution of the construction of the improvements, including possible early-out equipment and/or construction packages.

3. In the event there is consideration to change the scope of Task 4.4, the Engineer will, in a timely manner (no longer than 10 days after the potential change is discovered), develop and present a potential scope adjustment (PSA) document. This document will itemize the potential change(s) in scope, detail the anticipated cost impact on both the Engineer’s work as well as for the project construction, and indicate any anticipated changes in the project schedule. JCW will provide direction to the Engineer on implementation of any PSAs and both parties will endeavor to negotiate the scope adjustments to the design phase authorization to address any approved PSAs in accordance with the County’s Administrative Policies and Procedures.

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

4. Deliverables:

a. At 30%, 60%, 90%, and 100%: contract drawings and specifications, updated cost estimate

b. An erosion and sediment control plan, a General Permit Application (i.e., a Notice of

Intent), and a Stormwater Pollution Prevention Plan (SWPPP)

c. Permit applications and meetings minutes

d. Value Engineering Report (If Applicable)

5.6 Contract Initiation Services

1. Provide support and services for the Board of County Commissioners’ (BOCC) approval of the project for

JCW. This will include developing supporting documents, PowerPoint Presentations, and attending BOCC meetings. It is anticipated that there will be at least one Committee of the Whole Presentation to the BOCC to explain the upcoming costs and construction phase services and GMP. There will be a separate BOCC approval meeting for each GMP.

2. Assuming the briefing sheet materials are ready to submit, it takes 41 days for a Briefing Sheet to work its way through JCW’s process. The BOCC only meets on the second and fourth week of each month for General Business to review Briefing Sheets, but this is subject to change.

5.7 Future Optional Services (Not included in Initial Contract)

1. Construction Phase Services: Perform construction phase services typical for JCW projects.

2. Process Commissioning: Provide operational start-up and troubleshooting services to bring the constructed improvements online and performing to project specifications prior to JCW assuming operational control.

3. Off-Ramp Services: In the event that a GMP cannot be reached with the CM, provide additional services to convert the collaborative delivery project into a design-bid-build project. This includes finalizing design to 100% and preparing documents for bid.

6 CONTRACT TERM & OPTION TO RENEW

The contract resulting from the award of this RFP will include a negotiated schedule for completion of the services.

Generally, it is anticipated that the Basis of Design Report Phase will take approximately 12 months with detailed design services anticipated to last approximately 15 months. Thus, the duration of this initial contract is anticipated to be two (2) to two-and-a-half (2 ½) years. Construction phase services are anticipated to last the duration of the construction project, including startup and commissioning. The billing rates entered into Form 6 (Table 6-1) will become part of the contract for the selected firm(s) and will remain in effect for the initial contract scope described in Sections 5.1-5.5.

7 QUALIFICATIONS

Firms submitting proposals should have significant experience and expertise in the design of large municipal wastewater treatment infrastructure projects as evidenced by completion of at least three (3) projects with construction values of $25 million or more in the past ten (10) years. Firms should show experience with solids treatment improvements and the development of phasing plans as part of design. Firms should show experience with collaborative delivery processes, including CMAR. Firms must be committed to opening a field office in the Kansas City Metro area if one is not already established upon award of contract.

The selected firm or firms from this RFP, whether in prime or sub-consultant roles, are not eligible to pursue the CMAR portion of this project in order to maintain the three (3) distinct entities that make up the CMAR delivery method (Owner, Engineer, Construction Manager) without actual or perceived conflict of interest.

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

To be deemed a responsible respondent the following criteria shall be assessed:

• Demonstrate the means and ability to satisfactorily perform the contract, with relevant experience, facilities, reputation, and financial resources.

• Submit a response that aligns with all specifications and requirements outlined in the solicitation.

• Show capacity to meet required delivery schedules and possess adequate financial means to complete the contract successfully.

• Provide a history of satisfactory performance on previous contracts, indicating reliability and competency.

• Be a legally registered entity authorized to conduct business in the State of Kansas and supply proof of registration, as well as all necessary licenses or certifications relevant to the contract.

• Ensure all employees engaged in performing the contract hold valid licenses issued by the appropriate authorities.

• Not listed on the Excluded Parties List System on the SAM.gov platform.

• Have no suspensions or revocations, of any state, county, or county-issued business, trade, or contracting license associated with the firm or its directly owning entities or individuals.

• Satisfy any additional requirements stipulated in the specific solicitation request.

8 EVALUATION PROCESS

The proposals will be evaluated by an Evaluation Committee usually composed of County personnel and/or other governmental agencies. Members of the Evaluation Committee will independently review and rate each proposal based on the listed criteria.

Respondents are encouraged to review the County’s Administrative Purchasing Policies and Procedures located at the County’s website at Johnson County Administrative Policy & Procedures for all policies governing the evaluation and award process, the process for protesting conditions, specifications or scope of services, or other requirements contained in this solicitation.

The County’s RFP process is usually a two-step process. The first step consists of an Evaluation Committee scoring all responsive proposals. This scoring is determined by allocating points totaling 100, which are assigned to evaluation criteria similar to the sample scoring and categories below.

Numerical scores will be tabulated and ranked by the purchasing administrator. The finalists will be determined by the rank and will be “short listed” for the interview/cost proposal phase of the RFP. In some circumstances, interviews may be waived with mutual consent of the Purchasing Administrator and the Evaluation Committee. In the case interviews are waived, cost proposals will be requested from all who responded to the solicitation.

Finalist firm interviews shall be independently evaluated by each Evaluation Committee member based on points totaling 100. Points are assigned to criteria similar to the sample scoring and categories below.

The Fee/cost proposal will only be required of finalists and due at the time of the interview. The cost proposal shall not be opened until all of the technical/qualification evaluation of the interview is complete. The purchasing administrator will award maximum points to the lowest fee/cost proposal and add to appropriate firms’ total.

Following the interviews, the Evaluation Committee will select and/or recommend one (1) or more firm(s) to provide the County with the services required in this RFP. The staff will then endeavor to negotiate a contract with the successful firm. In the event that a mutually agreeable contract cannot be negotiated with said firm, the staff will then enter into contract negotiations with the next highest rated firm, and so on until a mutually agreeable contract can be negotiated. Final contract authorization will be made by the County.

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

SAMPLE SCORING GUIDELINES

35 Point 30 Point 25 Point 20 Point 15 Point 10 Point 5 Point Question Question Question Question Question Question Question Outstanding 29-35 25-30 21-25 17-20 13-15 9-10 5 Exceeds Acceptable 22-28 19-24 16-20 13-16 10-12 7-8 4 Acceptable 15-21 13-18 11-15 9-12 6-9 5-6 2-3 Marginal 0-14 0-12 0-10 0-8 0-5 0-4 0-1

PROPOSAL

Project Approach and Understanding: 30 Points

Evaluate the firm’s project approach and understanding of the Scope of Services required in the RFP as evidenced by its proposal. Evaluate the firm’s project understanding of the Project Specific Information and Scope of Services required in the RFP as evidenced by its proposal. Does the firm have a good understanding of solids treatment and the interconnectedness of the different processes? Does the firm understand the main problems and complexities of this project? Does the firm understand the importance of maintaining plant operations and biosolids processing during construction? Does the firm understand the phasing plan that was documented in the Solids FP and have they provided a preliminary approach that is achievable? Has the firm developed a reasonable schedule? Does the firm understand the CMAR process and reflect that understanding in their demonstrated project approach?

Firm Personnel: 30 Points

Consider comparable experience and background of the specific personnel that shall be assigned to the County’s project as outlined in the proposal. Also consider the specific involvement of those people in projects noted in the proposal.

Quality of Similar Work: 20 Points

Consider previous experience and references listed in the proposal. Is the firm experienced in providing services similar to those requested in the RFP? Special consideration should be given to projects of a similar size and those with a CMAR project delivery approach.

Overall Responsiveness to the RFP. 10 Points

Consider whether all requested information was furnished by the firm in the format required by RFP. Did the firm communicate their approach, personnel, and references clearly? Did the firm follow the instructions in Sections 12 and 13?

Applicable Resources: 10 Points

Evaluate the extent of applicable resources available to the firm to complete the County’s project(s) as listed in the proposal. Did the firm note who will be the key people assigned to this project, and did they note the percentage of time that the key people can dedicate to this project?

INTERVIEW

Project Approach and Understanding: 30 Points

Does the proposed project approach expressed in the proposal/interview appear to be realistic and feasible? Has the firm demonstrated that they have a good understanding of the proposed type of complexities and major risks of the project? Is the phasing plan reasonable and workable for operations and maintenance? Does the approach consider other stakeholders and their concerns? Are the answers to the questions regarding the layout and phasing

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project] well thought out and clearly communicated? Has the firm demonstrated experience and insights from working with a CM and how that is applicable to this project?

Key Staff Members: 30 Points

Based on the proposal/interview consider the involvement and experience of key personnel identified in the proposal that will be assigned to the proposed project(s). Evaluate their response to questions, knowledge demonstrated, and involvement in discussion. Are the key staff members present at the interview and able to answer the specific questions asked of them?

Firm Experience: 20 Points

Based on the proposal/interview, evaluate the firm’s experience with similar solids treatment projects as detailed in the RFP. Particular attention should be given to team members in the interview who have worked together to deliver similar projects in the past. Do the firms have relevant experiences and qualifications as requested in

Applicable Resources: 10 Points

Based upon the proposal/interview and any contact with previous clients of firm, determine capability and demonstrated ability to meet schedules and deadlines. Of the projects provided, did the firm meet or exceed the original deadlines? Did the key people on the project team note their availability for this project?

Cost: 10 Points

(Will only be required of finalists and is due at the time of the interview)

9 STANDARD TERMS AND CONDITIONS

9.1 TERMINOLOGY/DEFINITIONS

Whenever the following words and expressions appear in this solicitation document or any amendment hereto, the definition or meaning described below shall apply.

Agency and/or Department mean(s) the statutory unit of County government in Johnson County, Kansas for which the equipment, supplies, and/or services are being purchased by the Financial Management and Administration, Purchasing Division.

Amendment/Addendum means a written, official modification to a solicitation document or to a contract.

Attachment applies to all forms which are included with a solicitation document to incorporate any informational data or requirements related to the performance requirement.

RFP Opening Date and Time and similar expressions mean the exact deadline required by the solicitation document for the electronic submission of the Request for Proposal by the Financial Management and Administration, Purchasing Division.

Respondent mean(s) the person, firm, or organization that responds to a solicitation document by submitting a proposal with price to provide the equipment, supplies, and/or services as required in the solicitation document.

Board of County Commissioners or BOCC means the governing body of Johnson County, Kansas.

Purchasing Administrator means the procurement staff member of the Financial Management and Administration, Purchasing Division. The Contact Person as referenced herein is usually the Purchasing Administrator.

Contract means a legal and binding agreement between two or more competent parties for the purchase of equipment, supplies, and/or services.

Contractor means a person, firm, or organization who is a successful respondent as a result of a proposal and who enters into a contract.

County means Johnson County, Kansas.

Engineering Services for Middle Basin WWTF Digester & Solids Improvement Project]

Exhibit applies to forms which are included with a proposal for the respondent to complete and return with the electronic submission prior to the specified opening date and time.

Request for Proposal (RFP) means the solicitation document issued by the Financial Management and Administration, Purchasing Division, to potential respondents for the purchase of equipment, supplies, and/or services as described in the document. This definition includes these Terms and Conditions as well as all Pricing Pages, Exhibits, Attachments, and Amendments thereto.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.