Filtration_2022.pdf

REQUEST FOR PROPOSALS

Separate sealed proposals will be received by the City of Scranton online via the City’s e-Procurement Portal until 10:00 a.m., Wednesday, June 1, 2022 at which time such proposals will be opened in City Council Chambers and made available for public viewing at www.youtube.com/user/electriccitytv570 for the following:

CITY OF SCRANTON

THE RE-BID OF

WESTON PARK POOL FILTRATION PROJECT

All proposals shall be in accordance with the provisions of the Request for Proposals (RFP) which is now available by visiting the City of Scranton’s e-Procurement Portal, https://secure.procurenow.com/portal/scrantonpa. If you intend to submit a proposal, you shall register on the City’s e-Procurement Portal. Once registered, Companies may view and click "Follow" to be a prospective Respondent for this solicitation and will appear on the Follower’s list. Companies that fail to Follow this project will not receive automatic addenda notifications, nor will they be able to draft a response in the City’s e- Procurement Portal, and therefore will be unable to participate or be considered for this RFP.

All proposal documents and supplementary documents must be uploaded and submitted using the City’s e- Procurement Portal prior to the deadline as instructed herein. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. At that point, the Respondent representative who is registered with the City will receive an email confirmation from the City’s e-Procurement Portal.

A mandatory Pre-Bid Conference will be held on site at Weston Park Pool Complex located at 127 Spring Street, Scranton Pa 18508 on Tuesday, May 10, 2022, at 10:00 a.m.

All proposals must be accompanied by signed Affirmative Action, Certificate of Non-Segregated Facilities, Non-Collusion Affidavit and Disclosure Forms.

All communications regarding technical, scope, and/or project related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFP shall be submitted via “Q&A” through the City’s e-Procurement Portal, before the deadline stated and according to these specifications herein.

Steven Teaman DPW Supervisor

REQUEST FOR PROPOSAL

I. GENERAL INFORMATION

A. PURPOSE

This Request for Proposals (RFP) provides interested parties with sufficient information to prepare and submit proposals for consideration by the City of Scranton for the Weston Park Pool Filtration Project.

B. ISSUING OFFICE

1. This Request for Proposals is issued for the City of Scranton Parks & Recreation Department. The issuing department is the sole point of contact for questions pertaining to this Request for Proposal.

2. A Pre-Bid conference will be held on site at Weston Park Pool Complex on Tuesday, May 10, 2022, at 10:00 a.m.

3. This RFP is issued for the City of Scranton. The submittal of proposals must be submitted no later than 10:00 a.m. on Wednesday, June 1, 2022, via the City’s e-Procurement Portal. Hard copy (mailed or hand delivered), Fax, or e-mail submittals will not be accepted or considered.

4. Proposals will be handled confidentially by the City during the pre-award process.

5. The proposal shall be binding for a period of ninety (90) days from the due date for submission.

6. The City of Scranton will not be responsible for any expenses incurred by a proposer in connection with this procurement.

7. A Performance Bond shall be required at the time of award and 10% Bid Bond is required to be submitted with your proposal.

C. SCOPE OF SERVICES

1. Provide and install new filtration system, including five (5) Pentair large capacity commercial sand & gravel fiberglass filters, including all face piping, plumbing from existing pump, and to existing return line, all valves, flanges, bolt kits, fasteners and bracketing required to affect a fully operational filtration system. 10:00Include air reliefs, pressure gauges, flow meter as required by PA Department of Health.

Size filters by commercial pool industry standards for optimum flow and rate-of-filtration per the CDC’s Model Aquatic Health Code for commercial swimming pools. Design and provide hydraulics (pipe sizes) for optimal performance and flow rates. Maximize space in equipment room to greatest degree possible. Submit drawing in advance of start of work.

2. Provide and Install check valve on suction side of existing main circulation pump to help Pool Operator in easy priming of pump. Provide also flanges and bolt kits as needed. Make any corrections to existing plumbing that prohibits Pool Operator from quick and effective pump priming.

3. Provide & Add Activated Crushed Glass filter media to filters to increase particulate removal to as low as five (5) microns.

4. Provide & Install (liquid) chlorine injector w/ shutoff valve. Wall-mount existing chlorine pump.

Install visual chlorine flow indicator(s). Eliminate existing chlorine tubing, hard pipe new chlorine feed line into new injection point (above).

5. Demolition & Removal of Existing Filter and disposal of all material from site.

6. A full leak detection test for the filtration system should be provided with your proposal.

1. QUESTIONS

Questions about this project shall be submitted in writing via “Q&A” through the City’s e-Procurement Portal, before 2:00 p.m. on Wednesday, May 27, 2022.

No telephone calls with questions will be taken.

2. ADDENDA

To ensure consistent interpretation of certain items, answers to questions the City deems to be in the interest of all will be made available to all respondents.

Responses to questions will be issued in the form of an Addendum to the Request for Proposal.

Unless otherwise specified, any addenda issued while this RFP is open and still accepting Bid Proposals must be acknowledged electronically via the City’s e-Procurement Portal, which will be made part of the proposal.

Addenda notifications will be provided to those listed on the Follower’s List via email.

3. PUBLIC OPENING

Sealed Proposals will be opened publicly on Wednesday, June 1, 2022, at 10:00 a.m.

II. GENERAL CONDITIONS

A. No verbal information to bidders will be binding on the City. The written requirements will be considered clear and complete unless written attention is called to any apparent discrepancies or incompleteness before the opening of the proposals. All alterations to the Request for Proposal will be made in the form of a written communication emailed to all prospective proposers. The communications shall then be part of the Request for Proposal.

B. Submission of a proposal will be considered as conclusive evidence of the proposer’s complete examination and understanding of the request.

C. The City of Scranton reserves the right to reject all proposals submitted and to request additional information from any Proposer. The City of Scranton reserves the right to waive minor irregularities in the procedures or proposals if it is deemed in the best interests of the City of Scranton. The City may elect, at its sole and absolute discretion, to award a Contract based on the initial proposals, or, to open negotiations, either written or oral, with one or more proposers to address performance, technical, pricing, delivery, or other provisions. If negotiations are opened, the City may elect, at its sole and absolute discretion, to conclude negotiations at any time if it is determined to be in its best interest, or they will be closed upon settlement of all questions and clarifications. Proposals may be rejected, and negotiations terminated by the City. The award will be based on the offers submitted, as well as all negotiations conducted. The City further reserves the right to reject all proposals and seek new proposals when such procedure is in the best interest of the City.

D. The award will be made to that responsive and responsible proposer whose proposal, conforming to requirements of the request, will be most advantageous to the City, price and other factors considered. The award may or may not be made to the firm with the lowest cost.

E. The City shall have the right, without invalidating the contract, to make additions to or deductions from the items or work covered by the Request for Proposal. In case such deductions or additions are made, an equitable price adjustment shall be made between the City and the Proposer. Any such adjustments in price shall be made in writing.

F. After notice from the City, the selected proposer will be required to enter a contract upon receipt of a Notice of Award. If a contract is not executed by the selected proposer, then the City reserves the right to retract the Notice of Award and enter a contract with another proposer.

G. Proposals must be in typewritten form. Unsigned proposals will not be accepted. Proposers are expected to examine the content of the request and respond accordingly. Failure to do so will be at the Proposer’s risk.

H. No proposal will be accepted from, or contract awarded to any person, firm or corporation that is in arrears or is in default to the City upon any contract, or that is a defaulter, as surety or otherwise, upon any obligation to the City or who had failed to faithfully perform any previous contract with the City.

I. Unless otherwise specified, all formal proposals submitted shall be binding for ninety (90) calendar days following the bid opening date and may be extended at the agreement of both parties.

J. AUTHORITY

Steven Teaman, DPW Supervisor, and Marissa Duffy, Director of Parks & Recreation, as the designees of the Mayor, have the sole responsibility to respond to inquiries regarding the Request for Proposals.

K. COMPLIANCE WITH LAWS

The firm selected shall always observe and comply with all laws, ordinances, regulations and codes of the federal, state, City and other local government agencies, which may in any manner affect the performance of the contract. The firm selected shall also maintain any licenses issued by the City and/or its third party, including, but not limited to licenses to perform electrical, plumbing, HVAC, construction, etc. and be in good standing with all City departments and its affiliates. Failure to maintain required licenses and be in good standing may result in bid disqualification and/or voiding of any contract that may result therefrom.

L. CONTRACTOR COMPLIANCE

If applicable, each respondent is required to be in compliance with the City of Scranton local tax requirements. Failure to be in compliance with City of Scranton local tax requirements may result in bid disqualification and/or voiding of any contract that may result therefrom.

In the event a Respondent is unable to submit a timely response in accordance with the instructions herein due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, neither the City, nor the Software Administrator, will be held responsible. Companies shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service.

Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Respondent representative is using to submit a response. Failure of the Respondent to successfully submit an electronic proposal before the deadline indicated herein shall be at the Respondent’s sole risk, and no relief will be given for late and/or improperly submitted proposals.

M. CONTRACT TERMINATION

A contract may be canceled by the City by giving the respondent written notice of intent to cancel.

N. CONTROLLING LAW

This Request for Proposal is governed by and will be construed and enforced in accordance with the laws of the Commonwealth of Pennsylvania without regard to any conflict of law provisions.

O. PROPOSAL INSURANCE REQUIREMENTS

By submitting a Proposal, the proposer agrees that it now carries or will carry throughout the term of any Contract generated as a result of this Request for Proposal, at a minimum, the following types and amounts of insurance:

Workers’ Compensation Statutory

Employer’s Liability $500,000

Professional Liability $1,000,000 each occurrence $1,000,000 aggregate Comprehensive General Liability (including Blanket Contractual Liability Insurance)

Bodily Injury $1,000,000 each person $1,000,000 each occurrence $1,000,000 aggregate

Property Damage $500,000 each occurrence

Personal Injury $500,000

Comprehensive Automobile Liability

Bodily Injury $300,000 each person $500,000 each occurrence

Property Damage $500,000 each occurrence

Certificates of Insurance shall be furnished to the City of Scranton upon request.

P. BIDDER’S ETHICS AND COLLUSION

Collusive Bidding: Any firm that submits more than one proposal in such a manner as to make it appear that one of the proposals submitted is competitive with that of a different proposer, or any two or more firms that agree to fix their respective proposals in such a manner as to be awarded the contract shall be disqualified from further consideration of award of this contract and shall be subject to any applicable penalties under the law.

Bribery: Any firm that attempts to influence a City official to award this contract to such proposer’s firm by promising to provide or by providing to such City official any gratuity, entertainment, commission or any other gift, in exchange for a promise to award the contract to such firm shall be disqualified from further consideration of award of this contract and shall be subject to any applicable penalties under the law.

Conflict of Interest: Any firm that knows of any City official having a material direct or indirect financial interest in such proposer’s firm shall be required to submit a written statement, along with the Form of Proposal, detailing such interest. Failure to disclose a known such financial interest shall result in the firm’s disqualification from further consideration of award of this contract.

Q. INDEMNIFICATION

1. This agreement shall be binding on the parties hereto, their heirs, successors and assigns.

R. OPEN RECORDS LAW/PUBLIC INFORMATION

Under the Pennsylvania Right-to-Know Law (the “Law”), 65 P. S. Section 67.101 et. seq., a record in the possession of the City is presumed to be a public record subject to disclosure to any legal resident of the United States, upon request, unless protected by a statutory exception.

Any contract dealing with the receipt or disbursement of funds by the City or the City’s acquisition, use or disposal of services, supplies, materials, equipment or property is subject to disclosure under the Law. The following are not subject to disclosure under an exception in the Law:

1. A proposal pertaining to the City’s procurement or disposal of supplies, services or construction prior to the award of a contract or prior to the opening and rejection of all bids; and

2. Financial information of a bidder or proposer requested in an invitation to bid or request for proposals to demonstrate the bidder’s or proposer’s economic capability.

S. TRANSFERS AND ASSIGNMENTS

1. Consultant shall not, without written consent of the City, assign, hypothecate or mortgage this agreement.

Any attempted assignment, hypothecation or mortgage without the consent of the City shall render this agreement null and void.

2. Neither this agreement nor any interest therein shall be transferable in proceedings in attachment or execution against bidder or in voluntary or involuntary proceedings in bankruptcy or insolvency or receivership taken by or against the respondent, or by any process of law including proceedings under Chapter X and XI of the Bankruptcy Act.

III. PROBLEM STATEMENT

The Request for Proposals format for professional services enables the City to thoroughly evaluate the conditions for selection such as prior class action legal experience with sufficient flexibility in awarding the contract.

A. REJECTION OF PROPOSALS

The City of Scranton reserves the right to reject all proposals received resulting from this request and to negotiate with those respondents’ deemed finalists.

B. INCURRING COSTS

The City of Scranton will not be liable for costs incurred by the selected proposer prior to the issuance of a contract.

C. PRE-PROPOSAL CONFERENCE

Tuesday, May 10, 2022, at 10:00 a.m.

D. REFERENCES

As a requirement for consideration, proposals must include at least two (2) references, including contact information, who can attest to the attributes of the proposer. Experience in roadway improvement projects will be given greater consideration in the evaluation of the proposals.

IV. CRITERIA FOR SELECTION

A. EVALUATION PROTOCOL

All proposals received by the City of Scranton will be reviewed by the City Parks & Recreation Department.

The Parks & Recreation Department will review the merits of content and select the proposal which most closely meets the requirements of the Request for Proposal. The final selection may not be the lowest cost proposal but that which most closely meets the requirements of the City.

B. SELECTION BASED ON QUALIFICATIONS

The proposal selected by the City Parks & Recreation Department will be deemed to respond most favorably to the requirements of the Request.

Conditions relevant to evaluation will include:

1. The experience of the proposer in the Re-Bid of Weston Park Pool Filtration Project.

2. The resources and ability of the proposer to complete the work requested in a timely and professional manner.

3. The experience of the proposer for overseeing the project, including bidding and oversight of the construction necessary for the project; and

4. The projected overall cost to the City of Scranton.

V. PROPOSAL REQUIREMENTS

Proposals must meet the identified criteria and format. Consideration will be based on compliance with those requirements. All other information considered relevant by the proposer will be included as addenda information to the proposal.

A. STATEMENT OF SERVICES RENDERED

The proposer will identify the scope of services provided to the City of Scranton for its Re-Bid of Weston Park Pool Filtration Project.

B. MANAGEMENT SUMMARY

Provide a narrative description of the proposed effort and a list of services delivered by the proposer.

C. ACTION PLAN

Describe in narrative form a proposed plan of action for accomplishing the objectives of the Project. A detailed timeline for implementation, the reaching of each milestone of the project, and completion must be provided. The City plans to implement the project as quickly as possible, and to have the entire project completed by August 2022 if possible. The City retains the right to negotiate the timing of the project’s implementation and completion, as well as the right to reject any Proposal containing a timeline not in conformity with the City’s proposed implementation and completion dates.

D. EXPERIENCE

Include examples of experience as an engineer for any pool projects. The documentation of experience should include primary and secondary services, if applicable, and any pertinent experience of the support staff. References related to prior activities should be listed in the addenda section, including contact information.

E. PERSONNEL

Include the names of executive and professional personnel who will be assigned to the activities of the Re- Bid of Weston Park Pool Filtration Project, including support staff. Resumes for those assigned directly to the activities of this project may be included in the addenda section.

F. COST AND PRICE PROPOSAL

Payment for Services under this Project shall be on a time and materials, not-to-exceed fee basis. The Proposal shall include a Cost Proposal which shall identify a schedule of proposed hourly billing rates for all members of the Consulting Team, as well as a total not-to-exceed fee for all the services required to complete this Project. The Proposal shall include a detailed spreadsheet showing the hours, labor costs, expenses and total cost for each task in the Project. The Cost Proposal shall include a not-to-exceed budget for reimbursable expenses, including, but not limited to mileage and document reproduction. The Cost Proposal shall also estimate all potential fees associated with obtaining all permits required to complete the Project in accordance with applicable laws. Expenses for telephone, facsimile and computer charges will not be allowed.

If the Proposer anticipates additional services not addressed in the Request for Proposal which, in its opinion, will be required to complete the Project, such additional services shall be noted, with a general explanation, a brief justification for the services, and a corresponding proposal for the same.

Unless otherwise approved in writing by the City’s Business Administrator, the proposer selected shall not be entitled to any payment from the City in excess of the not-to-exceed fee provided.

G. AFFIDAVITS

The following attached affidavits are required by the City of Scranton:

Affirmative Action Certificate Certificate of Anti-Discrimination Non-Collusion Affidavit Disclosures by Current Contractors

H. CONTRACT

The party selected for services will execute the City of Scranton’s construction services contract provided by the Law department

I. INSURANCE COVERAGE

All proposals submitted to the City of Scranton shall include the following:

A statement of the prospective proposer’s insurance coverage. The City requires the successful proposer to carry the types and amounts of insurance listed hereinabove. All insurance coverages should name the City of Scranton as an additional insured. All insurance coverages must be kept effective during the contract period. The loss of insurance coverages could result in contract termination.

A statement of assurance attesting that the prospective proposer is not currently in violation of any regulatory rules and regulations that may impact its operations.

A statement that the prospective proposer is not involved in any current litigation against the City of

Scranton.