RFP Condition Assessment PS10FM.docx

Madison Metropolitan Sewerage District 5 June 18, 2024

Advertisement for Proposal: Professional Service Pumping Station 10 Force Main Condition Assessment Advertised starting , Friday, June 21, 2024 for a minimum of two consecutive weeks using VendorNet.

The Request for Proposals is available by visiting the district website at: https://www.madsewer.org/contracting-center/

The Madison Metropolitan Sewerage District requests proposal for Pumping Station 10 Force Main Condition Assessment. Proposal documents are linked below. Proposal will be accepted until 5:00 p.m., CST, Friday, July 19, 2024 via email to jenh@madsewer.org. The email should clearly state in the subject line: “Pumping Station 10 Force Main Condition Assessment.” Any questions should be directed to Jen Hurlebaus at jenh@madsewer.org.

Only formal written addenda can materially alter the proposal documents. No verbal statement made by a district employee or anyone else is binding nor shall such a statement be considered an official part of this public proposal. All proposal responses and their contents will be public record.

Unless otherwise specified in the proposal documents, the proponent should check our internet site for any addendum 72 hours before the scheduled proposal deadline.

The district is federal and state tax exempt. The district reserves the right to reject any or all proposals or to waive any technicality and accept any proposal which may, in its opinion, be advantageous to the district.

Any questions may be directed to:

Jen Hurlebaus Capital Planning Engineer Madison Metropolitan Sewerage District 1610 Moorland Rd Madison, WI 53713 608-222-1201 ext 248 jenh@madsewer.org

Published by authority of the commissioners of the Madison Metropolitan Sewerage District. By Bradley J. Murphy , Secretary

REQUEST FOR PROPOSAL

Pumping Station 10 Force Main Condition Assessment

Issue Date: June 21, 2024 Responses Due: 5:00 p.m., CST, Friday, July 19, 2024 Project manager contact: Jen Hurlebaus, Capital Planning Engineer Email: jenh@madsewer.org

Introduction Established in 1930 to protect the lakes and streams of the upper Yahara watershed, the District is a wastewater collection and treatment utility serving about 429,000 people in 24 Madison-area owner communities covering about 187 square miles. Organized as a municipal corporation, the District is governed by a nine-member Commission appointed by the communities we serve.

The District owns and operates 145 miles of pipe and 18 regional pumping stations that convey approximately 37 million gallons of wastewater to the Nine Springs Wastewater Treatment Plant daily. Through the treatment process, we recover valuable resources from the wastewater we receive before returning clean water to the environment.

Our mission is to protect public health and the environment. The District is dedicated to service, reliability, and sustainability, and our tradition of innovation has positioned us as a leader among clean water utilities.

Learn more at www.madsewer.org.

Background The District is soliciting competitive proposals to hire a pipeline condition assessment firm to provide a condition assessment of the Pumping Station (PS) 10 Force Main within its sanitary sewer collection system associated with the Collection System Facilities Plan project.

The District owns and operates wastewater collection and treatment facilities that provide service to residents, businesses, and public institutions within the City of Madison and neighboring municipalities. The PS 10 force main has been identified as a “High-Priority” pipeline and requires near-term condition assessment.

The PS 10 force main is 36-inches in diameter and 11,113 feet in length per plan. The PS 10 force main was originally constructed of prestressed concrete cylinder pipe (PCCP) in 1964. Both lined cylinder pipe and embedded cylinder pipe were installed to meet the design specifications indicated in Table 1. Pipe specifications sheets and details are provided as Additional Documentation. High density polyethylene (HDPE) pipe was inserted into the downstream-most 1,900 LF of the gravity portion of the force main in 2018.

Table 1. Pumping Station 10 Force Main Pipe Design Specifications PS 10 Force Main Pipe

Internal Pressure (psi)

OR

Project Scope and Deliverables The following outline represents the minimum components that must be provided for this project. In preparing a response to this RFP, the Firm should describe the means or strategy by which they would satisfy the scope of services. The Firm may also choose to provide a second alternative or hybrid strategy that details what processes and outcomes will be used to make the project better.

Respondents to this RFP must address the following task list in their responses.

Respondent shall also clearly identify any additional support services not indicated below that may be needed for successful assessment of pipelines. Respondent shall clearly indicate if these additional necessary services are included or not included in their proposed scope.

1. Task 1 - Project Planning: The Firm shall visit the site, review all available project documentation, and make all investigations necessary to develop a pre-assessment planning document. The pre-assessment planning document, at a minimum, shall include:

a. Required assistance from District staff concerning operation of all affected infrastructure, including the PS 10 and the PS 10 force main. Proposed delineations of responsibilities between the Firm and District staff prior to, during, and after the assessment shall be clearly identified in the planning document.

b. Access required at pumping station and along force main route. Selected firm shall be responsible for securing access to right of ways. Proposed locations of tracking devices along force main routes shall be identified. If necessary for access to force mains, traffic control plans shall be included. Temporary traffic control shall be as required by Part 6 of the Manual on Uniform Traffic Control Devices (MUTCD).

c. Document the Firm’s review of pump curves, calculated minimum and maximum velocities, calculated minimum and maximum flows, and any additional analysis completed for planning the work. Provide the desired pumping rates and duration (and acceptable ranges of pumping rates and durations) at PS 10 for ideal conveyance of assessment tools. Note any inconsistencies between the Firm’s requirements and pumping station normal range of operations. If supplemental water is required for increased velocities, firm shall identify source and secure any necessary approvals or permits, as necessary.

d. Proposed schedule for completing the work. Schedule shall be developed in a Gant chart format showing each item, critical path items, start and finish dates, duration, and available float time for each activity.

e. Proposed tool insertion and retrieval methods and locations. Cleary indicate what work is required by the District for each of these processes.

f. Contingency planning for increases or decreases in influent wastewater flow rates to pumping station, removal of tools that become lodged, or other undesirable conditions that may arise during condition assessment.

g. Any other details the Firm determines necessary for successful planning and execution of assessments.

2. Task 2 - Comprehensive Condition Assessment of PS 10 Force Main: The Firm shall furnish all labor, materials, tools, equipment, transportation, storage, and supervision required to conduct a comprehensive inline condition assessment for the PS 10 Force Main.

a. The equipment must be capable of collecting data from the pipeline while it is in service and under pressure.

b. The condition testing shall be completely non-destructive and shall be used to locate and quantify the broken wires along the individual segments of force main. If identifying location and quantification of wire breaks is not possible with proposed inspection methods, provide alternative data indicative of pipe condition and explain how this data will be used to assess pipe condition.

c. The condition testing shall also locate and quantify the presence of leaks and gas pockets along the individual segments of the force mains. Indicate proposed condition assessment tools and capabilities of proposed tools (data gathered, resolution, limitations).

d. The equipment will be able to be tracked by an operator from the surface via mounted automated tracking stations and/or manually operated pipe locating devices. The equipment will be capable of detecting features of the pipeline including manholes, air/vacuum release valves, short pipe lengths and variations in pipe properties.

3. Task 3 – Project Reporting for PS 10 Force Main Assessment: The Firm shall provide draft and final reports documenting the results of the assessment. The report shall include:

a. Documentation of comprehensive assessment of the force main. The documentation must include, at a minimum, the remaining wall thickness, the estimated number of broken wires, with test results referenced to each pipe segment and each broken wire zone. The location of the broken wire zone must be referenced to a standard starting point. The documentation must also include, at a minimum, the actual flow velocity measured, discussion of the assessment data, identification and discussion of all leak and gas pocket signals, and any anomalies. The report must also include a discussion of the data used to calculate the location of each anomaly with an assessment of the accuracy of the calculation.

b. If identifying location and quantification of wire breaks is not possible with proposed inspection methods, provide alternative data indicative of pipe condition and explain how this data will be used to assess pipe condition.

4. Additional Tasks: The Firm shall propose any additional tasks that may be valuable for condition assessment or pipeline evaluation purposes and enhances the overall project. This may include, but is not limited to, gathering of additional datasets, field verification of condition assessment data, finite element analysis, and remaining useful life evaluations. Costs for these additional tasks should be itemized and should not be included in the fee for the tasks listed above.

The Firm shall identify one person to serve as the Project Manager for the PS 10 Force Main Condition Assessment project. The Project Manager shall be the leader of this effort and shall ensure that the project scope and schedule are being monitored and adhered to at all times. One of the Project Manager's prime responsibilities is to track and facilitate solutions for any issues that may arise during the various phases of the project. Additionally, the Project Manager shall serve as the primary point of contact for all exchange of information between the District, the District’s Engineering Consultant for the project, and the Firm.

The Project Manager shall maintain an updated, Work Breakdown Structure (WBS)/task outline for the duration of the project. The WBS shall contain line items for all major deliverable components of the project and any significant subcomponents along with the budgeted amount of fee associated with each task listed. Project Management shall be listed as a separate task on the WBS. The Project Manager shall track on the WBS the amount of work accomplished on each task that is listed.

Project Schedule The District expects to award the project at the District’s Commission meeting on August 22, 2024, and enter into a professional services agreement with the selected firm shortly thereafter. The condition assessment shall be completed before March 28, 2025. A tentative schedule for expected deliverables of the project is shown in Table 2.

The District is planning a project for work at Pumping Station 10 and on the force main. The intent is to complete the condition assessment prior to the Pumping Station 10 Repair project. The Firm should coordinate all planning efforts with the District’s engineering consultant with regard to access to the force main and other technical requirements.

Table 2. Anticipated Project Schedule

Commission Award

August 22, 2024

Field condition assessment completed

March 28, 2025

Evaluation of Proposals, Consultant Selection, and Contracting Proposals will be evaluated by a committee composed of District staff and the District’s engineering consultant. Proposals will be scored based on 100 possible points, with the evaluation criteria weighted as follows:

1. Qualifications and experience of the firm and assigned personnel (25%)

a. Qualifications and experience of the individuals on the team that would be providing services to the District, clarity on team management, clarity on percentage of time for each team member.

b. Describe the experience and success of the Firm in providing force main condition assessments for projects. State the size of the Firm, the size of the Firm’s professional staff, and the location of the office from where the work on this project will be performed.

c. Include a flow chart that shows the communication path between the District and the Firm. Include all project team members on the flow chart and show the supervisory relationship between all members of the team. Be sure to include all sub-consultant staff on the project team flow chart.

d. Provide the name and location of other sub-consulting firms that would be used by the Firm during the project and the type of the work that would be performed by each firm. Briefly summarize the qualifications and experience of all sub-consultant staff working on the project.

e. Provide at least four client references (include individual contact names and telephone numbers) for similar projects that have been completed by the Firm in the last five (5) years. List the names of individuals on the project team proposed for the District project who have worked on the client reference projects.

2. Project understanding and approach (45%)

a. Describe the means or strategy by which the Firm would satisfy the scope of services.

b. The Firm may also choose to submit a second alternative or hybrid strategy with a modified scope of services and revised budget that would improve the results of the project. The Firm shall also identify any items listed in the project scope and deliverables which the Firm does not currently have the capability of providing.

c. Include a basic work plan that delineates the Firm’s approach to the completion of the Pumping Station 10 Force Main Condition Assessment project. The work plan, at a minimum, should include those components outlined in the Project Scope and Deliverables section of this RFP. The Firm should indicate in the work plan those aspects that are expected to be completed by District staff.

d. Highlight any parts of the work plan that will reflect the Firm’s unique philosophy or insight regarding the approach to this project and how this approach positively impacts the successful completion of the project.

e. As a part of the proposal, specifically describe the quality control process that will be used throughout the project. List the amount of hours that will be dedicated to QA/QC and describe how those hours will be spent.

3. Tasks, hours and proposed budget (20%)

a. Discuss the Firm’s ability to integrate this project into their present workload. Include a statement to specify if the firm currently has the capacity to undertake the project or whether it intends to hire additional staff or partner with subconsultants.

b. Clarity of fee structure, estimated hours, and costs. Include a detailed fee structure.

c. Provide a base fee for Tasks 1-3 under Project Scope and Deliverables. Provide itemized fees for any additional tasks proposed as described in Task 4 of said section.

d. Ability to meet District insurance requirements. Proposals must note the respondent’s ability to meet requirements and proposed modifications, if any. (For District insurance requirements please see our standard contract for professional services which is attached to this RFP.)

4. Schedule (10%)

a. Provide a project schedule for each proposed strategy. Generally outline the time durations and estimated completion dates for each major component of the proposed scope of work in order to meet the work plan requirements. The schedule should list all deliverables that are required throughout the project and ability to meet the schedule outlined under Project Schedule.

Following the review of proposals, the District may, at its discretion, further evaluate applicants by interviews. All interviews will be remote via the Microsoft Teams platform. Interviews will be scheduled for the period in the timetable above.

The Review Committee’s recommendation will be for the consultant deemed to be in the best interest of the project based on both the proposal and interview. The District reserves the right to contract for all or part of the project. The contract and associated scope of work will be a “not-to-exceed” contract.

Award shall be made to the consultant determined to be the best qualified by the review committee, based on the evaluation criteria set forth in the Request for Proposals and upon negotiation of compensation determined to be fair and reasonable. If compensation cannot be agreed upon with the best qualified consultant, negotiations may be conducted with such other consultant or consultants in the order of their respective ranking; and the contract may be awarded to the consultant then ranked as best qualified.

Additional Documentation The following documentation is available for download at:

https://www.madsewer.org/contracting-center/

· Pumping Station 10 record drawings

· Pumping Station 10 Rehabilitation record drawings

· Pumping Station 10 Force Main record drawings and profile

· Pumping Station 10 Force Main Rehabilitation record drawings

· Pipe material spec sheets

· Pumping Station 10 Pump Curves and Hourly Flow Data from January-May 2024

· District Professional Services Agreement (PSA)

The public viewer of District ArcView GIS mapping and data is available at: https://madsewer.maps.arcgis.com/apps/webappviewer/index.html?id=88b097d42ba24851b3d102660d904c18

The proposing firm must provide:

· Certificate of Insurance (COI) if awarded the contract.

· Fee schedule for all employees to be included in the project.

· Fee schedule for all subcontractors to be included in the project.

Proposal Submittal Written proposals are to be submitted by email before 5:00 p.m. CST on July 19, 2024. Send proposals to:

Jen Hurlebaus Capital Planning Engineer jenh@madsewer.org

The proposals shall address the requirements described above. Proposals must also include proof of ability to meet insurance. Proposals must note the respondent’s ability to meet requirements and proposed modifications to District requirements, if any. (For insurance requirements please see our standard contract for professional services which is attached to this RFP.)

RFP Timetable The RFP timetable is tentative only and may be changed by the District at any time.

Additional Provisions

Equal Employment Opportunity Requirements In connection with the performance of work for this project and under the related contract, the Proposer agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, national origin, sexual orientation, gender identity, or other status protected by law. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

Professional Services Contract Following the selection of a qualified firm for the work of this RFP, the District and the firm will begin a good faith effort to negotiate a Professional Services Contract for the work. The District will supply our contract template for the basis of negotiations, which will include Terms & Conditions as well as the Scope of Services for performance. MMSD Professional Services Agreement (PSA) Proposers should notify the Project manager of any questions or concerns about the standard Terms & Conditions during the request for proposal process.

Use, Disclosure, and Confidentiality of Information The information supplied by a Proposer as part of an RFP response will become the property of the District. Proposals will be available to interested parties and other requestors in accordance with the Wisconsin Public Records Law. None of the proposal responses will be made available to the public until after negotiation and award of a contract or cancellation of the procurement.

To the extent allowed by law, the District will treat trade secrets as confidential (if designated as confidential and submitted separately in a sealed envelope). If a Proposer wishes for a proposal to remain confidential, the Proposer must, before submitting a proposal, establish to the District’s satisfaction that the proposal be given confidential status. The District reserves the right to make any final disclosure determinations in accordance with the law. (Note: Pricing information will not be considered confidential.)

Use of the District’s Name Upon entering an agreement, the successful Contractor agrees not to use the name of the Madison Metropolitan Sewerage District in relation to the agreement in commercial advertising, trade literature, or press releases to the public without the prior written approval of the District. The District has the right to enjoin the Contractor from any such use in violation of this provision, and the Contractor shall be responsible for damages and reimbursement of actual reasonable legal fees incurred with regard to legal evaluation and/or legal action taken by the District because of the Contractor's violation of this provision, including fees incurred to obtain an injunction.

Confidentiality Subject to Wisconsin’s Public Records law, any data or other information regarding the District’s customers, operations, or methods obtained by the Contractor during the course of the project shall remain confidential and shall not be released to third parties without the express written consent of the District.

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