RFQ-24-18 Prog DB - Water Recycling Facility.pdf

RFQ-24-18

REQUEST FOR QUALIFICATIONS

FOR THE CITY OF

PROGRESSIVE DESIGN BUILD

FOR THE

WATER RECYCLING FACILITY AT POLLARD ROAD

WASTEWATER TREATMENT PLANT #2 ABANDONMENT

Prepared for

March 2024

TABLE OF CONTENTS

Legal Advertisement

Request for Qualifications

Section 1 Introduction

Section 2 Project Overview

Section 3 Minimum Qualifications for Submission

Section 4 Project Budget and Funding

Section 5 Contracts

Section 6 Schedule

Section 7 Progressive Design Build Scope of Work

Section 8 Roles and Responsibilities

Section 9 Scope of Progressive Design Build Services

Section 10 Proposal Submission Content

Section 11 Instructions for Submission of Qualifications Proposals

Section 12 RFQ Review Process

Section 13 Rating System for Development of Short-List

Section 14 Risk

Section 15 Timeframe for Product Delivery

Section 16 Clarification and Additional Information

Section 17 Contact with City Officials and Employees

Section 18 Late Submittals

Section 19 Partnership/Corporations/Agents

Section 20 Changes in Proposer Entity/Team

Section 21 Assignment of Transfer

Section 22 Request for Information/Clarification

Section 23 Required Indemnification

Section 24 Public Records

Section 25 Public Entity Crimes Warning

Section 26 Sample Agreement – TO BE POSTED VIA ADDENDUM

Section 27 Attachments

Section 28 Terms and Conditions – TO BE POSTED VIA ADDENDUM

LEGAL ADVERTISEMENT

The City of Winter Haven will receive sealed responses until 2:00 P.M., APRIL 5, 2024.

“PROGRESSIVE DESIGN BUILD FOR THE WATER RECYCLING FACILITY AT POLLARD ROAD

WASTEWATER TREATMENT PLANT #2 ABANDONMENT”

Prospective bidders may obtain copies of the Request for Qualifications from the following website:

https://app.negometrix.com/buyer/690

Advertise: Weds March 6, 2024 https://app.negometrix.com/buyer/690

Office of Procurement March 6, 2024

Sealed responses will be received by the City of Winter Haven until 2:00 P.M., APRIL 5, 2024, at our online solicitation platform, Mercell.

“PROGRESSIVE DESIGN BUILD FOR THE WATER RECYCLING FACILITY AT POLLARD ROAD

WASTEWATER TREATMENT PLANT #2 ABANDONMENT”

A public proposal opening will be held at that time via Zoom for those wishing to attend:

https://us06web.zoom.us/j/88265425804?pwd=JfakP7Iju2pCz5FOgAmChDKxe68Hf1.1

The City is requesting responses from those qualified firms with previous experience in this type of work.

Firms submitting responses shall provide evidence of their experience and expertise in similar work performed.

Public Records – It is the policy of this state that all state, county, and municipal records are open for personal inspection and copying by any person. Providing access to public records is a duty of each agency / Fla. Statute – 119.01(1). (Do not submit any documents that you do not want to be made public).

Questions concerning this bid must be submitted on or before 2:00 p.m., March 27 to Mark W. Bombard, Water Department Assistant Director at mbombard@mywinterhaven.com with copy to Procurement at procurement@mywinterhaven.com Questions received after this time may not be answered.

The responses shall be furnished in accordance with the RFQ, requirements, and any other documents prepared for this bid. W-9 should be attached to the bid when returned by the responding vendor. Please note the AFFIDAVIT form which must also be completed. Payment will be rendered to the name and ID appearing on the W-9.

THIS SOLICITATION WILL FOLLOW THE REQUIREMENTS OF FLORIDA STATUTE 287.055

TERMED THE “CONSULTANTS’ COMPETITIVE NEGOTIATIONS ACT (CCNA)”. IN COMPLIANCE

WITH THE FLORIDA CONSULTANTS’ COMPETITIVE NEGOTIATION ACT (CCNA), (CHAPTER 287),

RATES SHALL NOT BE INCLUDED IN THIS PROPOSAL.

The City of Winter Haven reserves the right to reject any and all responses, to waive informalities, to re-advertise, and to enter into a contract determined to be in its best interest, in accordance with the documents referenced herein above.

Sincerely, CITY OF WINTER HAVEN

Bethany Owen

Procurement Manager mailto:mbombard@mywinterhaven.com mailto:procurement@mywinterhaven.com

Section 1 - INTRODUCTION

This Request for Qualifications (RFQ) for the progressive design build of Winter Haven’s Water Recycling Facility at Pollard Road and the abandonment of the existing Wastewater Treatment Plant #2 (Project) invites Proposals according to the requirements set forth in this RFQ. The Proposals will be reviewed and evaluated using a best-value selection process described in this RFQ. At completion of the evaluation process, the City of Winter Haven (Owner) will select a Proposer for award and enter negotiations of the Progressive Design Build (PDB) Contract.

The Project is to be designed, permitted and constructed in multiple phases using the design-build project delivery method over a period of approximately ten (10) years.

The services provided under the PDB contract has two (2) distinct elements:

Preconstruction phase:

PDB Firm will provide preconstruction services as described in the Scope of Work. During this phase, the PDB, their Consultants and the city staff will work closely in the development of a Facilities Plan for the Water Recycling Facility prior to the architectural and civil designs necessary to permit the project. The Facilities plan shall comply with the requirements of the State Revolving Loan program and shall include an engineer’s / construction contractor’s estimated cost of construction for all phases of construction to aid in identification of funding opportunities.

Phasing construction to match available funding is critical to the success of the city’s overall capital improvements program.

Upon completion and approval of the Facilities Plan, the Engineer of Record shall prepare construction-ready documents for the first phase of construction for the City’s approval. When the Consultants reach 60% construction documents, the PDB will prepare a phasing plan, construction schedule, will procure all subcontractors and vendors and prepare an open-book Guaranteed Maximum Price (GMP) proposal to Winter Haven Water Department in accordance with the PDB contract which includes the cost of the work through commissioning and start-up, general conditions pricing, construction fee as a percent markup, and a negotiated contractor contingency.

When the Owner and the PDB have agreed on the GMP price, the construction-phase contract will be executed.

If Winter Haven Water and the PDB are unable to agree on a GMP price for construction-phase services, the Owner reserves the right to terminate the existing PDB Contract or direct the Consultants to complete the design and prepare construction documents for public bidding of the Project.

Construction phases:

The PDB will prepare an overall and separate GMP packages based on the design plans and phasing approach. If Winter Haven Water and the PDB agree on a price for GMP construction-phase services, the PDB will be responsible for the Project’s construction, startup, commissioning, operator training, performance testing, and warranty services as agreed to in the PDB Contract.

Section 2 - PROJECT OVERVIEW

The City of Winter Haven (City) owns, maintains, and operates a system of potable water, reclaimed water utility, and wastewater facilities. This includes Wastewater Treatment Facility (WWTP) #2, permitted at 1.7 million gallons per day (mgd) annual average daily flow (AADF) and WWTP #3, permitted at 7.5 mgd AADF. (Note that there is no WWTF #1.)

WWTP #2 serves wastewater customers in the northern area of the City and WWTF #3 serves the central and southern areas of the City as well as some of unincorporated Polk County. Both of these facilities have been in commission since the 1970s and need substantial upgrades to fulfill the service capacity to the current and growing population in the region.

WWTP #2 is located near Lake Connie on Motor Pool Road and generally serves the northern portion of the City’s wastewater service area. WWTP #3 is located next to Lake Gwyn, near the intersection between Pollard Road and 4th Street East and serves the central and southern portions of the City’s wastewater service area. Table 1-1 is an overview of the two sites.

The project consists of a phased construction of a Wastewater Treatment Facility in phases with the initial phase of a 12MGD Water Recycling Facility utilizing portions of the existing Wastewater Treatment Plant #3 for treatment until final build out is complete. Future plans for the existing plant may include, converting portions of the existing wastewater plant for additional storage, future storm water harvesting and treatment and a water resource and education center. The project also includes future abandonment of the existing Wastewater Treatment Plant #2, converting basins for average daily flow storage, redesign of the existing reclaim water storage and pumping and upgrading the existing sewage lift station and construction of a sewage force main from Wastewater Treatment Plant # 2 to the City’s Master Lift Station #1050 located at the Chain of Lake Complex. The treatment process will be selected through collaboration between the Proposer and the City, which will deliver high quality (AWT) and efficient wastewater treatment. The team will use the documents provided to determine the base option, but other treatment options will be evaluated. The City is requesting the first phase of the project to be operational to deliver highly treated effluent water on or before December 1, 2028 with a complete build out by 2034.

The City is requesting proposals from qualified Proposers to work with the City staff and other appropriate departments (hereinafter, the Departments) to design, build and potentially finance the Project. The most qualified proposer that offers a proposal deemed in the City’s best interest as determined by the Professional Selection Committee (PSC), both economically and operationally, will move forward in contract negotiations. The City desires to contract with a private partner with appropriate qualifications, experience, financial capacity, and a proven track record of executing and delivering similar projects on time and on budget. Two or more entities may collaborate in submitting a response to this RFQ, but a single entity must be designated to contract with the City. If private financing for the project is selected, all contracts and/or agreements must be assignable to the Special Purpose Entity that will be responsible for performance under the subsequently entered design-build, developers’ agreement or lease-leaseback agreement.

As a leader in ONE Water for the community and the State of Florida, Winter Haven Water is dedicated to delivering sustainable water services to the thriving City of Winter Haven. As a public service organization, it is incumbent upon Winter Haven Water Department to design and construct an exemplary project where resources are optimized, and provide a sustainable water Recycling facility for the future of Winter Haven.

Section 3 - MINIMUM QUALIFICATIONS FOR SUBMISSION

The City of Winter Haven is soliciting proposals from a team comprised of two key members: Contractor and Engineer. Proposer shall have the following Minimum Qualifications to be considered eligible to submit a Proposal in response to this RFQ.

It is the responsibility of the Proposer to ensure and certify that it meets the Minimum Qualifications stated below. A Proposer not meeting all of the following criteria will have their Proposals rejected:

• The General Contractor shall have the following minimum qualifications as of this RFQ due date:

o The Proposer shall have a General Contractors License.

o Meet the minimum bonding requires as per the RFQ.

o Meet the required minimum insurance requirements as per the RFQ.

o The General Contractor shall have completed the construction of three (3) Water Recycling facilities of at least 5.0 to 15.0 Million Gallons per Day (MGD) each in the past 10 years as of the RFQ Due Date.

Construction to include sitework, influent and effluent piping, wastewater treatment process, reuse water and appurtenances, electrical, instrumentation, access road, landscaping, stormwater management as needed, security fencing, demolition and clearing and grubbing.

Phasing of the construction of a period of up to 10 years integrating portions of the existing plant while keeping the plant in service.

• The Engineer shall have the following minimum qualifications as of this RFQ due date.

o Meet the minimum bonding requires as per the RFQ.

o Meet the required minimum insurance requirements as per the RFQ.

o The Engineer shall have completed the design and permitting for the construction of three (3) Water Recycling facilities of at least 5.0 to 15.0 Million Gallons per Day (MGD) each in the past 10 years as of the RFQ Due Date.

Section 4 - PROJECT BUDGET AND FUNDING The total cost for preconstruction and construction services is currently estimated at $400 million to be completed in multiple phases over a period of up to 10 years. The first phase is estimated at $200 million. This figure does not include Winter Haven Water’s other Project costs, such as aquifer storage and recovery (ASR) wellfield or Direct Potable Recharge (DPR) and storm water Recycling. The design should include reserve areas at the facility for these future projects. The City will be seeking multiple funding sources that may be available at the local, state and federal levels. All applicable reporting documents shall be incorporated into design and construction of the project.

City will be securing a Water Infrastructure Finance and Innovation Act (WIFIA) loan and pressuring additional funding at the Federal, State, local levels and Public-Private Partnerships (P3) financing. All reporting of compliance requirements with all funding on the Federal, State and Local levels will be completed by the City or its representatives, assistance in preparation of all reporting documents is required by the PDB. The list below is not intended to be inclusive of all the compliance requirements.

• Assistance with maintaining compliance with multiple funding agencies requirements

• Debarment and Suspension

• Equal Employment Opportunity

• Immigration Reform and Control Act

• Federal Labor Standards Provision (Davis-Bacon Act) Note: An updated Davis-Bacon Wage Rate determination will be required for each task under the construction agreement.

• Certified Payroll Compliance Documentation

• American Iron and Steel Provision (AIS)

• Build America Buy America Act (BABA)

As part of the project, the City will retain the services of a Grant Manager and a Funding Compliance firm for grant acquisition and other funding opportunities and compliance with all requirements that may qualify for the project.

The PDB team is encouraged to include a funding representative which will work in conjunction with the City’s representatives.

Section 5 - CONTRACTS The City of Winter Haven will enter into a contract (see Section 27 – Sample Agreement) with the selected PDB firm based on the qualifications set forth in this Request for Qualifications. The agreement anticipates multiple scopes of work to be negotiated under the phased approach.

Preconstruction Phase – The selected PDB firm will prepare a scope of services for design, permitting, and construction plans/specifications and preparation of GMP at the 60% plan level to be negotiated with the City Manager and presented to the City Commission for approval. This contract shall be completed regardless of the ability of the PDB firm and the City of Winter Haven to agree on the GMP.

Construction Phase – Based on an agreeable GMP developed at the 60% plan level in the Preconstruction Phase, the PDB firm and the City of Winter Haven will enter into a contract for the construction of the project. If the PDB firm and City of Winter Haven fail to agree on the GMP cost, the PDB is to deliver the construction plans/specification package to the City of Winter Haven for competitive bidding.

Section 6 - SCHEDULE The City, at its sole discretion, may delay the scheduled due dates if it is to the advantage of the City to do so. The City will notify proposers of all changes in scheduled due dates by written addendum through our online solicitation platform, Mercell. The following schedule shall govern this RFQ. The City reserves the right to change the scheduled dates and times at its sole discretion.

• Posting of Request for Qualifications RFQ-24-18 March 6, 2024

• End of Request for information/clarifications March 27, 2024

• Submission of Qualifications April 5, 2024

• Shortlist of Proposers April 24, 2024

• Presentations May 16-17, 2024

• Recommendation of Award May 27, 2024

Wastewater Treatment Plant visits can be scheduled in advance between March 7, 2024 and April 1, 2024.

Questions will not be accepted or answered during the visits, all questions shall be submitted per the Section 23 - REQUESTS FOR INFORMATION / CLARIFICATION of the RFQ.

Section 7 - PROGRESSIVE DESIGN BUILD SCOPE OF WORK

Preconstruction - phase services will consist of input to the Project’s final design and activities to prepare two

(2) separate GMP packages for each construction phase (Package 1- site work, Package 2- offsite utility work).

Construction-phase services generally encompass, construction, management, and performance testing, permitting activities for each phase of the construction.

Preconstruction - Phase Services

• Provide project design, permitting and construction management personnel to meet the PDB’s obligations for bid packages:

• Phase approach for the construction of the new Water Recycling Facility at Pollard Road.

• Off-Site wastewater force main connecting the existing wastewater treatment plants WWTP#2 and

WWTP#3.

• Abandonment of Wastewater Treatment Plant #2.

• Perform value engineering and constructability reviews of design and specifications.

• Develop a Risk Register.

• Implement a subcontract and vendor outreach program to generate interest in competitive trade subcontractor bidding and vendor solicitations.

• Implement a competitive bidding process for trade subcontractor work and vendor quotations in accordance with applicable laws and regulations.

• Develop and negotiate a Guaranteed Maximum Price proposal.

• Provide other preconstruction services as may be agreed on between the PDB Firm and Winter

Haven Water.

Construction - Phase Services

• Establish and maintain the project field office to be used by the entire Project Team.

• Finalize and implement the project management plan and provide construction phase updates.

• Finalize and manage the construction schedule.

• Implement and maintain the project safety in accordance with City of Winter Haven Safety program.

• Implement and maintain the construction quality program.

• Manage equipment vendors and trade subcontractors.

• Manage self-perform resources.

• Secure necessary permits and utility coordination.

• Construct the Project.

• Provide operator training.

• Prepare and submit all project records.

• Provide warranty coverage as specified within the contract.

• Delivery of the project on time and within budget.

Section 8 - ROLES and RESPONSIBILITIES

Winter Haven Water Department:

The City will cooperate and collaborate with the PDB and will fulfill its own responsibilities in a manner to facilitate the PDB’s timely and efficient performance of services.

• The City will retain an Owners Representative to act the professional consultant and Construction Engineering and Inspection Services (CEI).

• Review submissions and provide comments to PDB in a timely manner.

• Furnish existing studies and provide complete, accurate, and available data and information regarding the Project, including record drawings, preliminary studies, environmental impact assessments, etc.

• Provide information and perform (or engage PDB to perform) additional studies that may be necessary to complete the Project.

• Provide adequate funding.

• Provide access to the Project site and any necessary easements.

• Obtain the governmental approvals and permits Winter Haven Water is responsible for and assist PDB in obtaining governmental approvals and permits it is responsible for.

• Provide for commissioning and performance testing.

• The City will retain a Grant Manager for preparation of funding opportunities.

• The City will retain a Funding Compliance firm to meet all compliance and regulatory requirements for multiple funding sources.

PDB:

The PDB will cooperate and collaborate with Winter Haven Water and will provide in a timely manner the preconstruction and construction-phase services necessary to complete the Project scope specified in this RFQ.

• Retain and provide support to the Architect and Civil Engineer through the design and permitting process.

• Prepare construction procurement and contracting plan documents.

• Manage subcontractors and suppliers.

• Manage PDB personnel and self-performed work.

• Obtain certain governmental approvals and permits.

• Maintain site safety and security.

• Implement quality-management plan and procedures.

• Implement Project health and safety plan and practices.

• Conduct check-out and start-up.

• Assist the City with all funding opportunities and compliance.

Section 9 - SCOPE of PROGRESSIVE DESIGN BUILD SERVICES

A. PRECONSTRUCTION-PHASE SERVICES

Preconstruction-phase services will include the following tasks, subject to negotiation of the final PDB contract:

Project Management

• Provide all Key Personnel identified in this RFQ and other personnel necessary to fully meet the PDB Firm’s obligations for preconstruction services;

• Within 14 days of the notice to proceed for the preconstruction phase, provide a construction management plan that includes the approach to safety, quality, cost estimating, and scheduling, during both the preconstruction and construction phases;

• Provide a construction emergency response plan and site safety plan;

• Develop, implement, and maintain a quality management plan that ensures conformance to the project design and to every section of the specifications. Develop a QC program to ensure continuing attention to the production and installation of error-free work;

• Participate in monthly progress meetings, virtual and on–site or at the office location provided by the Owner;

• Participate in one Project kick-off meeting for preconstruction-phase services;

Design

• Retain and oversee the Design Architect and Civil Engineering firms and provide recommendations to Winter Haven Water on all aspects of the planning, design, and proposed construction;

• With the assistance of the City of Winter Haven, prepare and secure all required permits for construction and clearance of the project.

• Perform constructability review of the design plans and specifications at 30, 60 and 90 percent design stages and present review to Winter Haven Water;

• Perform value-engineering reviews which identify, evaluate, and propose cost- effective alternatives to all aspects of the project design. Review results are to be presented in a format (report, sketches, drawings, PowerPoint presentation, etc.) that allows for Winter Haven to readily evaluate proposed alternatives on the basis of their potential project cost and time savings;

Cost Model

• Develop and maintain a project cost model using industry standard cost estimating software;

• Develop and submit detailed cost estimate for each phased portion of the project;

• Present and review the estimate with the Architect, Civil Engineer and Winter Haven Water;

• Promptly advise the Architect when the cost model is trending above Winter Haven Water's available funding limit;

• Consult with the Architect and Civil Engineer to revise the project scope in order to meet budget requirements, through value engineering and constructability reviews and/or scope modifications and changes;

Schedule Prepare and maintain a preconstruction phase critical path method schedule. See “Schedule” details below.

GMP Proposal Development

• Actively "premarket" the project with local trade subcontractors, equipment vendors, and material suppliers to increase awareness and interest in submitting competitive bids and quotes;

• Evaluate and prequalify trade subcontractors and suppliers based on their prior performance, current workloads, staff qualifications, available bonding capacity, and other suitable criteria;

• Prepare and implement a "Procurement and Buyout Plan" identifying how the construction work is to be competitively bid and awarded;

• Identify work that the PDB proposes to self-perform.

• Develop and submit a recommendation for the receipt, opening, and evaluation of competitive bids and quotes in compliance with Winter Haven Water procurement rules;

• Prepare and negotiate a detailed GMP proposal with an open book line-item cost breakdowns on direct and indirect costs, contingency (with its basis), and any clarifications, assumptions or qualifiers based on the plan and specifications.

• Prepare and submit a construction phase critical path method schedule and cash flow projection with the GMP proposal.

B. CONSTRUCTION-PHASE SERVICES

Project Management

• Provide all Key Personnel identified in the RFQ and other personnel necessary to fully meet the PDB Firm’s obligations for construction services;

• In conformance with the PDB contract, obtain the necessary bonds and insurance;

• Within 14 days of the notice to proceed for the construction phase, update the construction management plan and implement the safety, quality, and subcontractor management plans;

• Convene and manage up to three (3) Project kick-off meetings for construction-phase services;

• Coordinate with various local and state agencies, as necessary;

• Implement procedures for tracking, review & approval of submittals, shop drawings, pay requests, etc.;

• Manage shop drawing preparation for permanent equipment and materials to be incorporated into the project;

Construction

• Perform construction in strict accordance with the PDB Contract;

• Maintain the project site including storm water runoff, dust control, removal of refuse temporary utilities, etc.;

• Establish and implement procedures to track, expedite and process all submittals, change orders, and requests for information;

• Develop, review and process shop drawings and other documents for submission to the Architect;

• Maintain the critical path method schedule for the Project established in the preconstruction phase, monitor and update the construction schedule monthly, prepare two-week look ahead work schedules consistent with overall schedule;

• Review and process all pay applications from subcontractors;

• Conduct monthly progress meetings to be attended by Winter Haven Water, the Architect, Site Engineer, on-site subcontract trade foremen and/or superintendents;

• Procure material and equipment to support construction activities of the PDB and their trade subcontractors;

• Coordinate and manage all construction including all required facilities, appurtenances, site improvements, and other associated work required to make a complete and operable system within the GMP and the specified contract time;

• Provide regular inspection of all construction work performed by the PDB and their subcontractors to ensure conformance with the contract documents;

• Prepare and submit timely monthly progress report and payment application with current cost and schedule information;

• Maintain current hard copies of project as-built drawings, including all subcontracted work, and submit monthly in hard copy, PDF and electronic format, as specified by the PDB contract;

Schedule The City of Winter Haven utilizes Primavera Cloud by Oracle, construction and engineering platform. The selected PDB will be granted access to the platform for integration and management of the project. The platform format shall be used for all phases of the project.

All work of this Contract shall be scheduled and monitored by the PDB using the Critical Path Method (CPM) and shall use the Precedence Diagram Method (PDM) of scheduling. The PDB shall prepare all schedules and all monthly updates described in this Section. The PDB will prepare revisions of the schedule to reflect changes in the PDB’s plan of performance or changes in the work and submit these revisions to the City for acceptance. The City’s acceptance of the scheduling documents is to ensure that all CPM Scheduling documents prepared by the PDB are in conformance with the Contract Documents and Specifications described herein. This acceptance will not impose on the City the responsibility for the schedule or for the sequencing, scheduling, or progress of the Work, nor will the acceptance interfere with or relieve the PDB of full responsibility for the schedule and the means, methods, procedures, and sequence of construction.

The PDB shall use the latest version of Primavera Scheduling software, or an approved equal, for all CPM Scheduling applications.

The PDB shall prepare and maintain a detailed progress schedule throughout the design and construction of the Project. The schedule shall be the PDB’s working schedule and be used to plan, organize, and execute the work, record and report actual performance and progress, and show how the PDB plans to complete the work. The schedule will be in the form of an activity-oriented network diagram (CPM).

When the PDB prepares the CPM Schedule and the schedule is accepted by the City, it shall become part of the Contract Documents and will be used by PDB and City to monitor the progress of the Project. The CPM Schedule may be revised to show changes in the PDB’s method or manner of performance, delays, or authorized changes in the work.

The PDB acknowledges that free float belongs to the City.

The PDB shall develop a 90-Day CPM Schedule for both phases of the project within 10 days after the date indicated in the Notice to Proceed. This schedule shall be a computerized CPM Schedule showing only the early start, early finish of each work activity. The 90-Day Schedule shall contain work activities over the first 90 days, and the estimated durations for each work activity shall be 15 workdays or less. The balance of the job shall be shown in summary log. The 90-Day Schedule shall include but not be limited to site work, hazardous material removal, demolition, key procurement activities (i.e. submissions, approvals, fabrication, and delivery), equipment, mechanical, electrical, and plumbing coordination and any other work that will occur during the first 90 days. This 90-Day Schedule shall become part of the Detailed CPM Schedule.

The Detailed Network Diagram shall provide sufficient detail and clarity of form and technique so that the PDB can plan, schedule, and control the work properly and the City can readily monitor and follow the progress for all portions of the Work. The Detailed Network Diagram shall comply with the Contract Times of the Agreement and various limits imposed by the Contract documents, including required sequencing of portions of the work. The degree of detail shall be to the satisfaction of the City, but the following factors shall have a bearing on the required depth of activity detail:

1. The structural breakdown of the Project.

2. Project Phasing and/or Milestones.

3. The type of work to be performed and the labor trades involved.

4. All purchase, manufacture, and delivery activities for all major materials and equipment.

5. Maintenance of Facilities in Operation.

6. Submittal and approval of shop drawings and material samples.

7. Plans for all subcontract work.

8. Crew flows and sizes.

9. Assignment of responsibility for performing all activities.

10. Access and availability to work areas.

11. Identification of interfaces and dependencies with preceding, concurrent, and follow-on subcontractors and contractors.

12. Testing and start-up of systems.

13. Planning for phased takeover by the Winter Haven Water.

Activities shown shall be in calendar days to include Federal, State and Local holidays.

The 90-Day Schedule shall be completed within 10 calendar days after the date indicated in the Notice to Proceed.

The Detailed CPM Schedule shall be prepared within 30 calendar days after the date indicated in the Notice to Proceed.

If the PDB fails to provide the required CPM scheduling documents to the City within the time prescribed and/or revisions of the scheduling documents within the required time, the PDB shall be in default of the Contract requirements and the City may withhold approval of progress payments until such time as the PDB submits the required information.

Notwithstanding the implementation of the Progress Schedule, it shall be the sole responsibility of the PDB to complete the work within the time of completion required by the Contract.

Checkout, Startup and Commissioning

• Expedite and coordinate delivery, storage, security and installation of Winter Haven Water procured material and equipment, as applicable;

• Develop, implement and manage O&M training, a commissioning, start-up and testing plan necessary for the Owner to accept the Project as completed and ready to use;

• Support the Architect and site Engineer in the development of operation and maintenance manuals for the new facilities;

• Complete all construction-phase services and Work, including performance testing; and commissioning.

Warranty and Closeout

• Supervise and manage the warranties provided to Winter Haven Water for the equipment and construction work;

• Gather warranty work items from the subcontractors and vendors, and provide these to Winter Haven Water upon final completion of the Project;

• Conduct a walk-through with Winter Haven Water to ensure that Winter Haven Water, Architect, Site Engineer and PDB are in agreement that the construction phase work is complete before the one-year warranty goes into effect;

• Implement close-out procedures necessary for Winter Haven Water to accept the Project as being finally complete; provide lien waivers from all subcontractors and material suppliers.

Section 10 - PROPOSAL SUBMISSION CONTENT

The content requirements set forth in this RFQ represent the minimum content requirements for the Proposal. It is the Proposer’s responsibility to include in its Proposal relevant information for this project. The Proposal should not contain standard marketing or other general materials.

The Proposal must include the following sections in this order and should not exceed a total of 30 pages, independent of the appendices:

• Cover Letter

• Part 1 – Executive Summary

• Part 2 – Project Approach

• Part 3 – PDB Project Team and Firm Profile

• Part 4 – PDB Project Experience

• Appendix A – Summary Table of Safety Record

• Appendix B – Resumes relating to Part 3, Project Team

• Appendix C - Supporting Documentation for Part 3, PDB Firm Profile

Cover Letter

Proposers must submit a cover letter on the Proposer’s letterhead. It must be signed by a representative of the Proposer who is authorized to sign such material and to commit the Proposer to the obligations contained in the Proposal. The letter must include the name, address, phone number and e-mail address for the Proposer Signatory Contact and must specify the physical address and title of the PDB Firm’s signatory to any contract documents executed with The City of Winter Haven. The cover letter may include other information deemed relevant by the Proposer and must acknowledge receipt of all addenda.

Part 1 – Executive Summary

The executive summary must include a concise overview of the key elements of the Proposal and summarize information in the Proposal. The executive summary shall not be used to convey additional information not found elsewhere in the Proposal.

Part 2 – Project Approach

Provide a preliminary description of the PDB’s approach for managing and performing its services during the Project’s preconstruction and construction phases. At a minimum, the approach shall address the following items:

• Project communications during the preconstruction and construction phases. Discuss how a collaborative relationship with Winter Haven Water will be established and maintained.

• Identify the work elements critical to the Project’s success and how these will be implemented and managed.

• Provide a Project schedule identifying preconstruction and construction phase activities. Clearly identify the specific approach the Proposer shall take in managing the schedule to meet Winter Haven Water’s completion date. Based on the reference documents and Proposer's site visits, describe how the Proposer plans to execute the construction of this project in phases to meet the project schedule and budget.

• Discuss how the Proposer envisions the pre-construction and construction processes will interface, including how constructability issues, construction work packaging, value engineering, and risk issues will be addressed.

• Describe the process for developing a GMP, considering the phased construction approach.

• Discuss how the Proposer will handle material price volatility and supply chain challenges.

• Summarize how key project risks will be included in a project risk register and translate to a risk management plan which provides the following information: risk description, potential cost and schedule impacts if a risk is realized, probabilities of occurrence and impact, and summary risk mitigation plan.

Discuss how the Proposer will utilize the risk register to establish the project contingency carried in the GMP proposals. Focus on the risk of materials escalation, timeliness of the supply chain and unforeseen conditions.

• Provide a narrative on the approach to be taken for Project safety considering the inherent safety risks associated with this Project.

• Provide narrative discussing the Proposers approach to development and implementation of a quality control plan. Discuss approach for correcting non-conforming or deficient work and how the costs for rework are to be compensated under a GMP contract.

• Cite specific example(s) demonstrating how the Proposer was able to deliver successful representative projects.

Part 3 –Project Team and PDB Profile

• Begin Part 3 with two organizational charts:

• PDB and collaborating firms chart: Preconstruction and construction-phase organizational chart showing the reporting relationships and responsibilities of the PDB, design architect and civil engineer, site contractors and other firms.

• Key Personnel chart: Preconstruction and construction-phase organizational chart showing the reporting relationships of all key personnel (along with their firm affiliations).

Following the organizational charts, provide narratives which further describe the composition, organization, and management of the Project Team, followed by PDB Profile information:

PDB and collaborating firms

• Describe the PDB’s overall management approach for this Project. Describe the scope of the PDB’s and each other firm’s services and responsibilities during the preconstruction and construction phases.

• Describe the Proposer’s intention to pursue self-performed work for the Project and the intentions of any Project Team member to pursue any of the work.

Key Personnel Overview

• Describe the PDB’s approach to the management of Key Personnel.

• Indicate the commitment of all Key Personnel in terms of an estimated percentage of time during each phase of the Project.

• Note that resumes for key personnel are to be provided in Appendix B – Resumes and are not to be included in the page count.

PDB Profile

Provide a description of the PDB. (The term “PDB” can refer to either a single entity, partnership, or a joint venture.) The PDB Profile section must include the following information:

General. Provide general information about the PDB, such as lines of business and service offerings, locations of home and other offices, number of employees (professional and non- professional), years in business, and evidence of required licenses.

Legal structure. Identify whether the PDB is organized as a corporation, limited-liability company (LLC), general partnership, joint venture, limited partnership, or other form of legal entity. Identify whether the PDB is publicly or privately owned. As applicable, identify the owners of the PDB (e.g., shareholders, members, partners, and the like) who hold an interest of 10 percent or more.

Note that specific information relating to the PDB profile must be compiled in Appendix C - Supporting Documentation.

Part 4 – PDB Experience: Summary Table and Reference Projects

Part 4 must convey the performance history and experience of the Project Team and its Key Personnel with similar projects accomplished three (3) projects of similar size and complexity. Reference Projects are defined as projects with Water Recycling Facilities in the range of 5.0-15.0 Million Gallons per day (MGD) projects which were phased.

Discuss project delivery. PDB, progressive design-build, fixed price design-build and design-bid- build project delivery is the preference in this order.

Reference Project Experience Summary Table Begin this section with an experience summary table, containing but not limited to the following information:

Project name, Owner and Location; Project size; Project cost; Year completed; Project delivery model; Type of facility; other relevant criteria.

Three Reference Projects Reference project descriptions are limited to one page in length and shall cover the topics listed below. Respondents are free to develop their own format and graphics for presentation of their reference project experience, consistent with the minimum requirements specified in this RFQ.

• Owner name

• Project name

• Project location

• Owner reference o Name and title o Address o Phone o Email

• Delivery model and contract type (i.e., cost plus, guaranteed maximum price, fixed price, etc.)

• Role of Respondent: (general contractor, subcontractor, PDB, Design Builder, etc.)

• Project highlights and relevance to this project

• Project summary

• Initial construction cost

• Final construction cost

• Change orders: Value and percentage of original contract cost

• Scheduled completion date

• Actual completion date

Appendix A - Safety Provide a description of the PDB’s corporate safety program and include safety statistics or records indicating categories of accidents and their incidence or frequency for the past three years. Identify state or federal regulatory safety violations received in the last three years. Provide the following safety records for the PDB for the current and past three years:

• Documentation of the PDB’s experience modification rate (EMR) calculated by the National Council on Compensation Insurance or similar rating bureau. (The EMR is also referred to as the experience modification rating, experience modification factor, experience modifier or X-mod.)

• The days-away-from-work injury incidence rate. A days-away-from-work injury is an injury that prevents an employee from returning to his or her next regularly scheduled shift. The incidence rate is calculated by multiplying the number of days-away-from-work injuries for the particular year by 200,000 and then dividing the product by the person-hours worked for that year.

Appendix B – Resumes relating to Proposal Part 3 Respondents are free to develop their presentation of key personnel resumes in accordance with the formatting requirements identified in this RFQ. Resume content must include the following information:

• Staff name and project role

• Education, licensing, professional affiliations

• Years of relevant experience

• Experience summary narrative

• Relevant project experience, project roles and responsibilities

Appendix C - Supporting Documents relating to Proposal Part 3

Financial condition. Provide a statement of financial stability with the RFQ. Shortlisted submissions will provide audited financial statements for the PDB for the past three years and quarterly financial statements, certified by the chief financial officer, for the current year. If the PDB is a joint venture, LLC or partnership, such financial statements must be provided for each partner or member. The financial statement if requested will be provided under a separate sealed/marked envelope, Payment and performance bonds. Provide a letter from the PDB surety to verify the availability of a bond of at least $200 million for this Project. The surety must be authorized by law to do business in the State of Florida and must have an A.M. Best Company Rating of not less than A VIII. The surety must also be listed in the U.S. Department of Treasury’s Circular 570.

Insurance. Provide a letter or Certificate of Insurance from the PDB insurance company stating its ability to acquire and provide the minimum limits for the required insurance reflected in the Section 29 of the Terms and Conditions.

PDB’s ability to perform its contractual commitments. If any of these unfavorable factors or events listed below are present, it is the Respondent’s responsibility to: (1) describe in detail the unfavorable factor or event and (2) provide sufficient information to demonstrate that the unfavorable factor or event will not adversely impact the respondent’s ability to perform its contractual commitments.

• Material adverse changes in financial position. Describe any material historical, existing, or anticipated changes in financial position, including mergers, acquisitions, takeovers, joint ventures, bankruptcies, divestitures, or any material changes in the mode of conducting business.

• Legal proceedings and judgments. List and briefly describe any pending or past (within 10 years) legal proceedings and judgments, or any contingent liability that could adversely affect the financial position or ability to perform contractual commitments to Winter Haven Water. If no such proceedings or judgments are listed, provide a sworn statement to that effect from the PDB’s general counsel.

• Project claims and disputes. List and briefly describe current or potential project claims or disputes that could adversely affect the financial position or ability to perform contractual commitments to Winter Haven Water.

• Completion of contracts. Identify if the PDB failed to complete any contract, or if any contract has been terminated due to alleged poor performance or default within the past 10 years. If so, describe the circumstances.

• Violation of laws. Identify if the PDB has been convicted of any criminal conduct or been found in violation of any federal, state, or local statute, regulation, or court order concerning antitrust, public contracting, employment discrimination or prevailing wages within the past 10 years. If so, describe the circumstances.

• Debarred from bidding. Identify if the PDB has been debarred within the past 10 years, or is it currently under consideration for debarment, on public contracts by the federal government or by any state. If so, describe the circumstances.

The Respondent must notify Winter Haven Water of any changes in the PDB’s profile after submission of the Proposal and before the selection process is completed (and, in the case of the selected Respondent, before executing the PDB Contract).

Section 11 - INSTRUCTIONS FOR SUBMISSION OF QUALIFICATION PROPOSALS

Firms interested in the above project should submit a SOQ, which includes a cover letter and detailed qualifications for the scope of work of approximately thirty (30) pages in length, (excluding appendices A, B and C). Brevity is encouraged. Resumes for key team members, organizational chart and City forms should be incorporated as an appendix.

Section 12 - RFQ REVIEW PROCESS

The selection process will involve a staged proposal review to minimize Proposers’ costs in preparing initial qualification proposals and expedite the review process.

Interested Proposers will submit a SOQ, which will be the basis for possible short-listing firms/teams. The intent of the initial qualifications proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing and organizational structure.

Based upon a review of these qualification proposals, if necessary, firms/teams may be short-listed and requested to make oral presentations to the Professional Selection Committee, (PSC), regarding their qualifications, approach to the project, and ability to furnish the required services. After review of the SOQ, short-listing of firms/teams, and oral presentations (if necessary), the PSC will recommend the ranking of the short-listed proposers and submit its recommendations to the City Commission. The City Manager or its designated representative shall then finalize the ranking and engage in competitive negotiation with the top-ranked firm/team in order to negotiate an agreement with the top ranked proposer in good faith and then make the recommendation to the City Commission.

If in the sole judgment of the City, a contract cannot be successfully negotiated with the City Manager’s top-ranked firm, negotiations with that firm will be formally terminated and negotiation shall begin with the second-ranked firm. If a contract cannot be successfully negotiated with the second-ranked firm, negotiations with that firm will be formally terminated and negotiations shall begin with subsequent ranked firms. The City reserves the right to negotiate any element of the proposal and terms in the best interest of the City.

Firms, (including shortlisted firms), will not receive any stipends or compensation for their proposals or presentations provided under this solicitation.

Section 13 - RATING SYSTEM FOR DEVELOPMENT OF SHORT-LIST

For the development of a shortlist, a rating system will be utilized by the City’s PSC to score and rank each proposal. At a minimum, each proposal must address the following criteria:

Maximum Points

1. General information about the firm/team. 5

2. Qualifications of firm/team and experience on similar projects. 30 Including implementation, coordination with agencies, and funding plans.

3. Experience of key personnel to be assigned to this project. 15

4. Understanding of the project and approach for success. 35

5. Use of local economy 5

6. Organizational resources. 10 Total Possible Points 100

The Professional Services Committee, (PSC), will consist of the following members or their…