S2914 RFP 2.0.pdf

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Quote Request for Conduit & Fittings
Solicitation number
S-29100-00001300
Issued by
Marion County, Oregon

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This Request for Proposal (RFP #S2914) is issued by the City of Springfield Development and Public Works Department in Springfield, Oregon, for comprehensive wastewater master planning engineering and related services. The project aims to update the City's 2008 Wastewater Facilities Master Plan to identify collection system facility enhancements and expansions necessary to serve community wastewater needs through the 2042 planning year, with a target start date of February 2022 and completion date of December 2022. The scope of work includes research and data review of existing wastewater infrastructure, utilization of the City's customized hydraulic model to analyze current system capacity and rehabilitation needs under existing and future buildout scenarios, development and evaluation of capacity and conveyance improvements, and creation of a master plan document with prioritized capital improvement projects, cost estimates, and implementation schedule. The RFP package became available on November 18, 2021, with requests for clarification due by December 2, 2021 at noon local time, and proposals due by December 16, 2021 at 2:00 p.m. local time. The evaluation and interview process is scheduled for January 6, 2022, with an Intent to Award notice anticipated January 13, 2022, and contract award approximately January 31, 2022.

The City anticipates the contract amount to be approximately $150,000, which may be adjusted if negotiations result in additional project scope. Fee proposals must include total person-hours, hourly rates, and costs by work task and function, with breakdown by employee type (partner, manager, supervisor, senior, junior), and must be submitted within 24 hours of the Intent to Award notification. Evaluation criteria include approach (30 points), qualifications of firm and team (20 points), resumes and experience (20 points), references (20 points), and proposal preparation and presentation (10 points), with an additional 20 points possible for oral interviews. Proposers must provide minimum five references for wastewater master planning services performed for public agencies within the last five years, acknowledge acceptance of all RFP terms and sample contract conditions, and comply with Oregon resident bidder requirements if applicable. The City reserves the right to negotiate final contract terms with the highest-ranked proposer and, if negotiations fail, to proceed with the second or third-ranked proposer. No set-asides, incumbent information, or specific disadvantaged enterprise requirements are specified in the RFP.

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IMPORTANT NOTICE!!

If you download these materials and wish to be added to the proposer contact list send an email to:

skellyquattrocchi@springfield-or.gov

Information to be provided:

➢ “RFP# S2914 and WASTEWATER MASTER PLAN” in the subject line

➢ Company name

➢ Primary contact name

➢ Primary contact title

➢ Primary contact direct phone #

➢ Primary contact email

It will be the responsibility of each participating supplier to refer daily to the City of Springfield – Purchasing/Contracts website http://www.springfield-or.gov/city/finance/itbrfp to check for any available addendum to current opportunities, cancellations or intents to award posted.

Request for Proposal #S2914

WASTEWATER MASTER PLAN

City of Springfield

Development and Public Works Department Springfield, Oregon 97477

NOVEMBER 18, 2021

I. Project Overview

The 2008 Wastewater Facilities Master Plan comprehensively analyzed the City’s wastewater capacity constraints and identified system improvements necessary to meet Springfield’s projected population and employment growth through the 2025 planning year. To date, the City has constructed all identified rehabilitation and preservation capital improvement projects, and several upgrade and expansion projects identified to support growth.

The goal of this project is to identify wastewater collection system facility enhancements and expansions (capital improvements) necessary to serve the community’s wastewater needs through the 2042 planning year in order to:

• Protect the health of community members in our service area;

• Protect water quality and the environment; and

• Eliminate SSOs to the extent practicable.

II. Overall Project Description and Scope of Work

The City of Springfield’s purpose for issuing this Request for Proposal is to establish a contract for engineering and related services between the highest ranked proposer and the City to update the City’s wastewater facilities master plan with a target start date of February 2022 and a target completion date of December 2022. The scope of engineering and related services is described in

Attachment 1 - Scope of Work.

III. Proposal Submission Requirements

Your response to the Request for Proposal must contain all of the information requested in the

Request for Proposal along with acknowledgement of all addenda. A completeness check will be conducted for each submission. Incomplete submissions will not be accepted. Submissions must include the items organized and numbered to correspond to each requirement below:

Content Requirements

1. General – Proposals will be clear and concise. The City encourages green options and discourages the use of materials that cannot be recycled such as PVC and spiral binders, plastic or glossy covers and dividers.

Further, the City encourages Proposers to print on both sides of a sheet of paper whenever possible.

2. Cover Letter – All Proposals must be accompanied by a cover letter signed by an individual who is legally authorized to enter into a contract on behalf of the proposing individual/firm.

o The letter must introduce the Proposal and provide an overview according to the Attachment 1

Statement of Work.

o Affirm that the Proposer accepts all terms and conditions of the Request for Proposals , including the Attachment 2 Sample Contract terms and conditions.

o The letter must designate the Proposer’s contact person during the Proposal review process.

o Identify whether you qualify as resident bidder as described in ORS279A.120 (1) (b) and if you are licensed to do business in the State of Oregon.

o Include a statement of the firm’s ability to begin work January 3, 2022 and a statement that the submission is a firm offer for a 90-day period.

o Pending Litigation: Identify any past, pending or threatened litigation or administrative or state ethics board or similar body proceedings to which you or any of your partners are a party and which would either materially impair your ability to perform the services enumerated herein, or, if decided in an adverse manner, materially adversely affect the financial condition of your firm.

Any firm selected pursuant to this RFP will be required to advise the city of any dev elopments during the term of this appointment with respect to existing and/or any new civil or criminal legal investigations, pertinent litigation and/or regulatory action involving the firm or its employees which could impact the firm’s role or ability to perform the consulting services.

3. Qualifications- Include a detailed statement of the qualifications of the firm, along with qualifications of individuals and sub-consultants who will be assigned to the project. This should include organizational history, clients presently served, and extent of wastewater master planning work.

4. Resumes- Include resumes for the project team assigned to this engagement.

5. Approach - The proposal should set forth a work plan, including an explanation of the wastewater master planning methodology to be followed, to perform the services required in this request for proposal.

o Proposers will be required to provide the following information on their wastewater master planning approach: Identification of key personnel, including sub-consultants, who will be working on the project, as well as an itemization of each member’s direct involvement by task.

Specify a Project Manager and primary contact person for project delivery o Narrative demonstrating the Proposer’s understanding of Springfield’s needs, goals, and objectives as related to this project.

o Detailed description of the proposed approach to providing the requested services.

o Include the sequence of activities to be undertaken and identification of specific tasks and deliverables within each activity. Provide a detailed work plan showing tasks and the schedule.

Include task completion dates and each team member’s direct involvement in tasks. Allow ample time for City staff review of the draft products and subsequent revisions.

o Detailed description of products including, but not limited to: meeting notes; progress reports;

technical memoranda; presentations; reports and maps (draft and final); and other applicable materials, by project task, including size, number, media, and format.

6. Attachment #2 Fee Proposal - Do not submit with proposal package. Must be completed and ready to send to the City within 24 hours of notification of the Intent to Award. The fee proposal must list the total person-hours, hourly rates, and cost by work task and function. Show all costs for the project, including overhead costs, miscellaneous expenses, and sub-consultants. Include the Proposer’s method of calculating the fee.

In addition, proposers are to break those hours down by type of employee that will be assigned to this engagement. A suggested format is:

The City will negotiate with the highest ranked proposer a project-specific not to exceed cost for the proposed work. Springfield expects the contract amount to be approximately $150,000, which estimate may be changed if negotiations with the highest ranked proposer results in additional project scope not originally anticipated by this RFP.

7. Additional Services - If it should become necessary for the City of Springfield to request the consultant team to render any additional services to either supplement the services requested in this RFP or to perform additional work as a result of the specific recommendations included in any report issued on this engagement, then such additional work shall be performed only if set forth in an addendum to the contract between the City of Springfield and the firm. Any such additional work agreed to between the City of

Springfield and the firm shall be performed at the same rates set forth in the Fee Proposal. If your firm is selected through the Intent to Award process, then submit an hourly fee estimate for additional services that includes fees for associated engineering professionals when submitting your Attachment 2 – Fee Proposal.

8. References - Provide a minimum of five (5) references for Wastewater Master Planning Services for public agencies for whom you have provided similar services within the last five (5) years. The references should include, at a minimum, the name of the organization, the address, the contact person, title, email address and a telephone number. Proposer shall also indicate what the relevant project is, common issues, and services provided. References cannot include current City Staff

9. Attachment #3 – Sample Contract – in your cover letter acceptance of terms and conditions.

10. Signed Attachment #4 – Authorization to Legally Bind Bidder

11. Signed Attachment #5 – Minority Women Emerging Small Business Form (MWESB)

IV. Evaluation and Selection Criteria

A committee comprised of representatives from the City will review the Proposals for conformance with the requirements of the Request for Proposals. Conforming Proposals will be evaluated according to the criteria listed below.

1. Proposal Review

a. The proposals will be examined to determine that the firm satisfies the mandatory elements as identified in Section IV(2)(a). Firms who do not meet the mandatory elements will be eliminated from further consideration.

b. Next the committee will use the selection criteria as identified in Section IV(2)(b). to score each proposal. Based on the strength of the Proposals received, the committee may elect to identify finalists and schedule appointments for presentations and/or interviews. Following the presentations and/or interviews, if any, the committee will make a final selection based on the best overall interests of the City of Springfield. The committee will rely on information provided in the Proposals and during interviews, if any, as well as information provided by references.

Job Title Number of Employees Estimated hours

Partner

Manager

Supervisor

Senior

Junior

Total

*Job titles may vary between firms.

2. Evaluation Criteria

Proposals will be evaluated using two sets of criteria. Firms meeting the mandatory criteria will have their proposals evaluated and scored. The following represent the criteria which will be considered during the evaluation process.

a . Mandatory elements

i. Proposal Submission Requirements (Section III)

b. Proposal Evaluation Criteria

Criteria Possible

Points

Approach (Reference Section III(5)) 30

Qualifications of the firm and team (Reference Section

III(3))

Resumes (experience) of the firm and team (Reference

Section III(4))

References (Reference Section III(8)) 20

Proposal Preparation and Presentation 10

Total 100

Oral Interview for selected firms (if any) 20

Grand Total 120

c. Oral Presentations (if any) and Final Scoring

i. After the technical proposals have been evaluated and finalist firms have been identified, those firms may be invited to make an oral presentation to the committee.

ii. Interviews provide the firms an opportunity to answer any questions or provide clarifications to the committee.

iii. The committee will score the Proposer’s interview in the context of the criteria listed in

Section IV(2)(b)of this document and whether the interview and responses enhance the scoring of the written proposals. Firms may receive up to an additional 20 points on the interview.

iv. Based upon the addition of the interview scores to the written proposal scores, a final cumulative score for each finalist will be compiled, from which the selection of a firm will be made.

d. Tie Breaker

In the event of a tie during the evaluation process, the tie will be broken by taking the highest scoring proposer based on Approach. If these scores are also tied, then by taking the highest scoring proposer based on their Qualifications.

V. Schedule for Selection Process

RFP Package Available 11/18/21

Request for Clarification Due (if applicable) 12/2/21, noon local time

Response to Clarification Due (if applicable) 12/9/21

Proposals Due by: 12/16/21, 2pm local time

Review & Interview (if applicable) 1/6/22

Intent to Award Notice (approximate) 1/13/22

Contract Award (approximate) 1/31/22

Prospective Proposers may contact Sam Kelly-Quattrocchi by email at skellyquattrocchi@springfield-or.gov for further information regarding this process or to request clarification. Contact with other City officials may be grounds for disqualification. Please note that the City of Springfield has implemented this policy to ensure fairness and transparency in the selection process. Upon receipt of an inquiry from a prospective proposer, the message is promptly relayed to the project’s lead staff person, who then prepares a written reply. Ms.

McMahan, in turn, posts the questions and responses in an Addendum. Follow-up questions and/or clarifications may continue to be submitted in this fashion until noon local time 10/22/21.

VI. Instructions to Proposers

The Request for Proposals may be found on the City of Springfield website at www.springfield-or.gov (http://www.springfield-or.gov/city/finance/itbrfp select the document titled RFP# S2914 and WASTEWATER MASTER PLAN).

Each Proposal must include one (1) original signed submission, marked “RFP# S2914 and

WASTEWATER MASTER PLAN” and (1) electronic copy (PDF format) on a CD or thumbdrive. Each original Proposal and required materials must be contained in a sealed envelope or box and must be received no later than 2pm, local time, 12/16/21 at the following address:

City of Springfield

Finance Department Attention: Sam Kelly-Quattrocchi

225 Fifth Street, Springfield, Oregon 97477

VII. Late Proposals Not Considered

Proposals must be received by the time specified at the address listed above. Any Proposal received after the deadline will not be considered. Faxed or emailed submissions will not be accepted.

VIII. Addenda to RFP

In the event that it is necessary to amend, revise, or supplement any part of the Request for Proposal, addenda will be posted on Springfield’s website at www.springfield -or.gov (http://www.springfield-or.gov/city/finance/itbrfp select the document titled RFP# S2914 and

WASTEWATER MASTER PLAN). The City will make a reasonable effort to provide the addenda to all Proposers to whom the City provided the initial Proposal. This includes the amendment of dates in the Schedule for Selection Process. Any addenda so issued are to be considered part of the specifications of the Proposal. The City is not responsible for any explanation, clarification, interpretation or approval made or given in any manner except by written addenda issued by City.

In case of any doubt or differences of opinion as to the services to be furnished hereunder, or the interpretation of the provisions of the Proposal, the decision of the City shall be final and binding upon all parties.

IX. Contract

The successful Proposer will be expected to enter into a professional services contract with the

City. The contract will specify the extent of services to be rendered, the means and methods of providing the services, and the amount of compensation. A sample contract is included as

Attachment 2.

X. Negotiation of Price Agreement

Springfield reserves the right to negotiate a final contract which is in the best interest of the City considering cost effectiveness and quality central control. After the City receives the results of the scoring and ranking for each Proposer, the City will begin negotiating a contract with the highest ranked Proposer. If the City and highest ranked Proposer are unable to reach agreement on a Contract within a reasonable amount of time, the City will formally terminate negotiations with the highest ranked Proposers orally or in writing. The City may thereafter negotiate with the second ranked Proposer, and if necessary, third ranked Proposer, and so on according to OAR 137-048-0220(4)(e), until negotiations result in a Contract or until the City determines to terminate this RFP.

XI. City Selection Discretion

Springfield reserves the right to reject any or all Proposals and to cancel the RFP at any time if doing either would be in the public interest as determined by the City. The City reserves the right to seek clarification of each Proposal.

XII. Proposal Ownership

All material submitted by the Proposers shall be considered property of Springfield, and the City will not be required to return same to any Proposer. The material submitted by Proposer will be treated in the same manner as the City’s own records.

After opening, all Proposals become part of the public record unless exempt under Oregon Public Records Law. Proposers wishing to exempt appropriate portions of their Proposals from disclosure as public records are encouraged to discuss their concerns with City’s Finance

Director (address listed below) prior to the submissions of their Proposals.

Nathan Bell Finance Director

City of Springfield Finance Department 225 Fifth Street

Springfield, OR 97477

XIII. Exceptions to Request for Proposal

If, for any reason, a Proposer should find fault with the structure of this Request for Proposal or with the evaluation process, concerns may be submitted in writing to:

Sam Kelly-Quattrocchi, Springfield Finance Department

225 Fifth Street Springfield, OR 97477

Phone: (541) 726-3709 skellyquattrocchi@springfield-or.gov

The City will make every effort to answer questions and, if warranted, to amend the Request for Proposal. Responses to questions and amendments to the Proposal will be posted on the

Springfield website www.springfield-or.gov (http://www.springfield-or.gov/city/finance/itbrfp select the document titled RFP# S2914 and WASTEWATER MASTER PLAN). Proposers who are unable or unwilling to meet any of the requirements of this Request for Proposal must include, as part of their response, written exceptions to those requirements. Such request shall be delivered on or before noon local time 12/2/21.

XIV. Comments Procedure

A prospective Proposer may email skellyquattrocchi@springfield-or.gov, a written request for change to any of the specification listed in this Request for Proposal. This request must be delivered no later than noon local time 12/2/21. A written request for change shall include:

• A detailed description of the legal and factual grounds for the request;

• A description of the resulting prejudice to the prospective Proposer; and

• A statement of the form of relief requested or any bid changes to the specifications.

The City will review the specification change request and notify the prospective Proposers of the decision in writing prior to the closing date. To the extent possible, the City will notify other prospective Proposers of any changes or modifications to the Request for Proposal.

XV. Protest Procedure

An interested proposer may submit a written protest of anything contained in this RFP and may request a change to any provision, specification or Contract term contained in this RFP, no later than seven (7) calendar days prior to the date Proposals are due. Each protest and request for change must include the reasons for the protest or request, and any proposed changes to the RFP provisions, specifications or Contract terms. The City may not consider any protest or request for change that is submitted after the submission deadline.

Any Proposer who has submitted a Proposal to the City and who is adversely affected by the

City’s award of the Contract to another Proposer has seven (7) days after issuance of the Notice of Intent to Award the Contract, to submit a written protest of the award to the City. A Proposer submitting a protest must claim that the protesting Proposer is the highest ranked Proposer because the Proposals of all higher ranked Proposers failed to meet the requirements of this RFP or because the higher ranked Proposers are otherwise not qualified to perform the engineering and related services described in this RFP. This right to protest shall conform to the written requirements of OAR 137-048-0240 and specify the grounds upon which the protest is based.

An adversely affected Proposer must exhaust all avenues of administrative relief and review before seeking judicial review of City’s Contract award. Protests must be submitted to:

Nathan Bell Finance Director

City of Springfield 225 Fifth Street

Springfield, OR 97477

XVI. Cost of Proposal

The City is not liable for any costs incurred by vendors for the preparation and presentation of their Request for Proposals. This includes any costs in the submission of a Proposal or in making necessary studies or designs for the preparation thereof.

XVII. AMERICANS WITH DISABILITIES ACT COMPLIANCE

If any respondent requires special assistance or auxiliary aids during the proposal, evaluation or award process, please contact Sam Kelly-Quattrocchi, 541.726.3713 at least two (2) business days prior to the required assistance. TTY users dial Oregon Relay Services at 711.

Attachment 1 Scope of Work

Background

Geographic Context

Springfield, Oregon is located in the southern Willamette Valley. Springfield is situated in an alluvial valley created by the McKenzie River, which flows along its northern boundary before joining with the Willamette River a few miles to the northwest. The Middle Fork of the Willamette River flows to its confluence with the Coast Fork along Springfield’s southern boundary. The combined forks become the main stem of the Willamette River at Springfield’s southwest boundary before flowing north, defining the western city limits. The City comprises the eastern portion of the Eugene-Springfield metropolitan area as depicted in Figure 1 below.

Land Use Framework

Several noteworthy state and local land use actions have occurred since the City’s existing wastewater master plan was completed in 2008:

• Adopted in 2012 and acknowledged by the Oregon Department of Land Conservation and Development in 2014, the Phase I Glenwood Refinement Plan re-designated and re-zoned approximately 270 acres of land for residential mixed-use, commercial mixed-use, office mixed-use, and employment mixed-use in the Glenwood neighborhood of Springfield.

• Adopted in 2016 and acknowledged by the Oregon Land Conservation and Development Commission in 2019, the Springfield Urban Growth Boundary was expanded to include approximately 780 additional acres of land for employment uses, parks and recreation, and open space.

• Passed by the 2019 Oregon Legislature, House Bill 2001 expands the ability of property owners to build ‘missing middle’ housing types in residential zones. By July 20221, Springfield must either adopt its own compliant code or use the state model code that allows for all middle housing types (duplexes, triplexes, quadplexes, cottage clusters, and townhouses) on each lot or parcel zoned for residential use that allows for the development of single-family homes.

• Passed by the 2021 Oregon Legislature, Senate Bill 458 is a follow-up to House Bill 2001 and allows lot divisions for middle housing that enable them to be sold or owned individually.

Environmental Regulatory Drivers

The Oregon Department of Environmental Quality (DEQ) has issued a NPDES (National

Pollutant Discharge Elimination System) permit (#102486) for Springfield, Eugene and the Metropolitan Wastewater Management Commission (MWMC), which includes conditions under which treated wastewater can be discharged to the Willamette River. Included in

1 Springfield is on track to adopt its own compliant code. Staff anticipates a Planning Commission recommendation for City Council hearings by January 2021.

those conditions is the requirement that Springfield, Eugene and MWMC operate under a Capacity Management Operation and Maintenance (CMOM) program2, and that no discharges of untreated wastewater are discharged to the waters of the state and US except under the following conditions: for flows greater than those occurring for the 24-hour duration, 1 in 5-year winter and 1 in 10-year summer storms. These conditions form the baseline assumptions for overflow avoidance in Springfield and are consistent with CMOM assumptions. While the NPDES permit has expired, DEQ is currently drafting a permit that is anticipated to be available for public review by October 2022.

Local and Regional Wastewater Management

The City of Springfield owns and operates a system of 250 miles of pipeline and 30 pump stations to provide wastewater collection and conveyance services. Along with the City of Eugene, Springfield discharges to a regional collection and treatment system owned by the Metropolitan Wastewater Management Commission (MWMC). Springfield’s collection system discharges to the East Bank Interceptor, a MWMC facility. As such, it is the City’s desire to manage its collection system flows and projected infiltration and inflow (I/I) so as to not exceed the capacity of the MWMC Regional Wastewater Facilities.

Springfield’s wastewater facilities are managed, operated, and maintained under the guidance of the CMOM. Over the last few years, the Development and Public Works Department’s Operations Division has been actively involved in migrating from paper record keeping and

“just-in-time maintenance” towards a model designed for near real time data collection and scheduled, predictive maintenance. This process has been achieved through a variety of software integrations allowing formerly isolated systems to communicate freely with one another and helping the City’s field crews, supervisors, and dispatchers stay in sync with new and active projects and potential areas of concern.

Local Wastewater Facility Planning

In 2018, the City contracted with Sam Novac, P.E., (Novac Industries, LLC) to analyze and update the hydraulic model of the City’s collection system to inform needed structural repairs for inclusion in the City’s 5-year Capital Improvement Program. Novac

Industries first developed a Mike Urban skeletal model supplemented with City GIS d ata and data from 15 portable flow monitors and a permanent monitor installed in the East Bank Interceptor. In 2019, data from the portable monitors was used to start modeling micro-basins throughout the city.

2 The CMOM program is a guide to maintaining the longevity and effectiveness of the wastewater collection system through maintenance, monitoring, rehabilitation, and performance evaluation.

Figure 1: Map of Springfield

Responsibilities and Tasks

The City of Springfield desires that consultants perform the following general tasks, as described below. Consultants are encouraged to identify specific activities or additional tasks that will result in a product better oriented towards achieving the stated objectives.

Consultant Team

The consultant team must have proven experience and demonstrated understanding of and familiarity with wastewater system master planning for public agencies, including land use and water quality regulatory aspects. Springfield will contract with one primary consulting firm to provide necessary services throughout all stages of the project. Prospective primary consultants are encouraged to develop a team of sub-consultants to provide specialized services for the project. The primary consultant will be the lead for the multi-disciplinary project team and the main point of contact with City staff. The timely completion of sub-consultant tasks, product, time management, and cost accounting will be the responsibility of the primary consultant.

City Responsibilities

The City will be responsible for the following:

• Providing a staff Project Leader, who will be Springfield’s primary point of contact with the consultant team;

• Providing a Project Core Team consisting of key staff and access to Springfield’s Wastewater/Stormwater Policy Team;

• Providing copies of existing studies, plans, maps, programs, and other relevant data;

• Providing access to all applicable City files and records;

• Preparing and implementing project communication plan;

Coordination with City Staff

It is anticipated that consultants will meet virtually with the City at the outset of the project to kick it off, establish lines of effective communication, and ensure that all consultant staff working on the project are up to speed on City expectations for the project and that the primary consultant and City’s Project Leader will hold virtual progress meetings as often as necessary, but at least once per month until the final master plan is accepted. Consultants are also expected to submit written monthly progress reports and invoices to the City in a timely manner documenting the percent complete and amount billed currently and to-date by task. Issues affecting project completion or otherwise needing resolution will be included in these reports.

Community Engagement

The City will take the lead on outreach to the engineering and development community, informed by consultant deliverables and, possibly, graphics. Consultants are expected to be available for virtual attendance at Planning Commission and/or City Council meetings. It is anticipated that the City’s community engagement effort will include creation and/or maintenance of:

• Communications Plan;

• Project webpage, including updating webpage where current Plan is posted;

• FAQs;

• Graphic(s);

• Article(s) in MWMC and DPW external newsletters;

• E-Updates to DPW general, Development Code, and Housing E-lists;

• Social media posts on City channels and, potentially, sharing by MWMC;

• Tentative: virtual open house (story map reviewing infrastructure improvements identified for existing and future expanded system with survey);

• Tentative: video sharing why doing project and what is need, addressing why should I care and give input and how ultimately it will it affect my pocket book; and

• Work Session and Public Hearing(s) with Planning Commission and City

Council, including official public notice.

Deliverables

Technical memoranda shall document procedures, methodologies, and results of data collection, assessments, and any additional technical analysis completed in each task. Technical memoranda, as well as the plan document, shall include necessary mapping, charts, and tables to support the findings, conclusions, and recommendations and shall be produced in draft electronic form (Word) for City review and comment, as well as in final electronic format (PDF). Files shall be submitted in non-proprietary formats and include adequate metadata as deemed appropriate by the City Engineer, and all geospatial electronic data shall conform to City requirements and be provided with City-based geo referencing. An Oregon licensed Civil Engineer must stamp the final Master Plan.

Research & Data Review

The Wastewater Facilities Master Plan will be derived from a thorough understanding of

Springfield’s current wastewater collection system facilities, including physical characteristics and the socioeconomic environment of the service area. As such, it is anticipated that consultants will compile, review, and consider pertinent information to plan preparation including, but not limited to:

• existing inventories, facility assessments, modeling and monitoring data;

• Capacity Management Operation and Maintenance Plan (CMOM);

• current land use data, including expanded land base;

• applicable land use and environmental regulatory requirements; and

• projected population and employment growth.

CIP Development

With the above understanding, it is anticipated the consultant team will utilize the City’s customized hydraulic model to analyze the City’s current system to determine capacity and rehabilitation needs based on existing and future buildout scenarios. Then develop and evaluate capacity and conveyance improvements to address the issues/constraints identified in the technical analysis, in conformance with City asset management goals and programs. For each recommended improvement, the consultant should describe the improvement, including the basis for the design and costing and identify potential locations, permitting issues, and operations and management requirements.

Master Plan Document

Utilizing the results of the master planning process, it is anticipated that consultants will create an illustrative master plan that documents, in narrative form, the planning process, technical analyses, and recommendations. The recommendations shall include a prioritized list of capital improvement projects, cost estimates, and proposed implementation schedule. Additionally, the consultant, in coordination with City staff, will review current wastewater capital financials and prepare a proposed strategic financial plan to implement the master plan schedule.

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