RFQ - Engineering Services for 2025 RRF Upgrades Project.pdf

REQUEST FOR QUALIFICATIONS

Issue Date: April 9, 2025

For: Engineering Services for 2025 RRF Upgrades Project

Submittal Deadline: May 1, 2025, 4:00 pm (PST)

Mailing Address: City of Pendleton

Attn: Public Works RRF 500 SW Dorion Ave

Pendleton, OR 97801

Contents General Overview

Areas of Focus

Digester Complex

West Secondary Clarifier

Storage Warehouse

Chlorine Contact Chamber

Administration Building

Consultant Qualifications

Instructions for Qualifications Submittal

Proposal Submittal

Contents

Selection Criteria

Scoring Criteria

Materials provided upon request

Contact Information

Final Project Deliverables

Professional Services for 2025 RRF Upgrades Project

General Overview

The City of Pendleton, Oregon invites qualified firms to submit qualifications for professional services for Wastewater Treatment & Resource Recovery Facility (WWT/RRF) projects related to wastewater treatment infrastructure.

The City applied for and received a nine-million-dollar loan from the CWSRF to complete this project. Where possible, the City also seeks consultant support in identifying and securing additional funding to enhance the RRF Upgrades Project.

City staff require professional services to complete the design phase of the loan-funded work. The City previously contracted with Anderson Perry (AP) to initiate this project. AP has completed approximately 30% of the design; the selected firm will be responsible for completing the remaining design work based on AP’s deliverables.

This project addresses deficiencies identified in the June 2020 WWTRRF Facility Plan Update, Volume 1, Section 6.3.12, and the extensive list outlined in Volume 2, Appendix G. The full document is available on the City website.

For all new and existing facilities since 2003, the City has sole-sourced the use of Allen Bradley standard controls, drives, PLC/MMI; and Rockwell software products via Rockwell Automation.

Our distributor is Columbia Electric Supply, or CES, located in Pasco, Washington. SCADA Contractor is Control Systems Northwest (CSNW).

Areas of Focus

Digester Complex

The upcoming project will focus on the rehabilitation of the aging Secondary Digester Complex, which has shown signs of structural settlement requiring corrective action. Planned improvements include the replacement of legacy piping and valves—some potentially dating back to the original 1942 installation—as well as enhancements to the mixing system and gas retention capabilities.

The project also entails full integration of all mechanical and process equipment into the SCADA system. A ferric chloride dosing system will be installed, and a new boiler unit matched to existing equipment will be added. Improvements to the hot water loop will also be made.

West Secondary Clarifier The city is currently rehabilitating the east secondary clarifier and will provide those specifications and plans to the successful consultant to address the west secondary clarifier.

Storage Warehouse The City will construct a new storage facility with climate control and hydrogen sulfide-free environment for safe storage of parts, safety equipment, and chemicals.

Chlorine Contact Chamber

This includes structural concrete repairs, elastomeric seal reestablishment, and integration of a heat recovery system for green infrastructure. An expanded final effluent sampling shed will be constructed, and an existing shed may be relocated to support this need.

Administration Building

The new building will include office space, breakroom, operations room, conference room, and locker rooms. Efficiency upgrades are also planned for the current office and laboratory building.

Consultant Qualifications

Eligible firms must meet the following criteria:

• Experience with at least two municipal clients involving complex system work within the past five years

• Located within the Pacific Northwest and within a four-hour travel time from Pendleton

• Carry required insurance coverage; certificates must be provided upon award

Instructions for Qualifications Submittal

Proposal Submittal

One original and five (5) copies of the qualifications packet must be received by 4:00 pm (PST), May 1, 2025, at:

City of Pendleton RRF Attn: Jeff Brown, Public Works Director 500 SW Dorion Avenue Pendleton, OR 97801

Verification of receipt can be confirmed via email or by calling 541.966.0202.

Contents - The qualifications packet must be organized using the following outline:

• Letter of Transmittal

• Project Understanding and Approach

• Experience and References

• Proposed Project Schedule

• Insurance Coverage Statement

• Project Team Resumes

• The main proposal (excluding the transmittal letter) must not exceed 20 pages.

• Letter of Transmittal (1–2 pages):

o Company name and expertise o Office address and contact information o Name of point of contact and Project Manager

• Proposal Body (Max 20 pages):

• Understanding and Approach o Description of project understanding and relevant experience o Work with municipal public works and IT staff (SCADA) o Work methodology and scope of work suggestions (if any)

• Experience and References o Descriptions of similar past projects, including at least two completed within the past five years o Include key personnel bios and their roles in each project o Describe project management strategy and coordination approach o For each project, provide a point of contact with title, phone number, and email

• Project Schedule(s) o Completion schedule for each phase o Phasing aligned with fiscal years o Assumes work start in July 2025 with a 3 to 5-year completion window

• Insurance Coverage Statement o Description of all required insurance coverage

• Resumes o Resumes for each key project team member

Selection Criteria The City may select a firm based on qualifications specific to wastewater treatment and any additional criteria it deems necessary. The City may interview project managers before making a selection. Awarding work to multiple firms may be considered.

City staff will rank proposals and notify firms at least one week before Council consideration.

Following Council confirmation, staff will negotiate work orders, salary schedules, project timelines, and budgets with the successful firm(s).

Scoring Criteria

20% – Technical Competence

• Wastewater digestion system design

• Structural and mechanical rehabilitation of aging plant infrastructure

• Additional relevant municipal wastewater treatment experience

20% – Project Team Experience and Capabilities

• Qualifications and experience of Point of Contact, Project Manager(s), Leads, and key team members

• Clearly defined roles and past collaboration with proposed subcontractors

• Demonstrated success working as an integrated team

40% – Project Understanding and Approach

• Demonstrated understanding of project goals and challenges

• Effective work strategy, including coordination with City staff and existing contractors (e.g., AP, CSNW)

• Experience integrating process systems with SCADA and standard controls (Allen Bradley/Rockwell)

• Capability to manage both process infrastructure and associated facility design (e.g., admin, lab, and operations buildings)

• Relevant examples from similar past projects

10% – Schedule

• Ability to meet time constraints and align with phased funding

• Availability of personnel and support services

• Realistic and structured project timeline

10% – References

• Minimum of 3 professional references, 2 of which must include proposed key team members.

• Include name, facility, contact name, phone, and email (if available)

Materials provided upon request o June 2020, WWTRRF Facility Plan Update https://www.pendletonor.gov/media/8101 o CWSRF Loan application o August 2024 Preliminary design report (Anderson Perry) o 30% design drawings (Anderson Perry) o 1942, 52, 72, and 2010 Plant drawings

Contact Information

• Jeff Brown, Public Works Director jeff.brown@pendletonor.gov 541-966-0202

• Kyle Willman, RRF Superintendent kyle.willman@pendletonor.gov 541-276-3372

• Keri Standley, PW Office Specialist keri.standley@pendletonor.gov 541-966-0202

Final Project Deliverables

Please be aware that the final project must include these deliverables:

• Design drawings in AutoCAD and PDF format

• Specifications in Word and PDF format

• As Build final/completed drawings in AutoCAD and PDF