STATEMENT OF WORK PRF 69 CAT11.docx

The Commonwealth of Massachusetts Executive Office for Administration and Finance

One Ashburton Place, 15th Floor Boston Massachusetts 02108-1552

STATEMENT OF WORK (SOW)

for ENGINEERING SERVICES FOR THE STUDY OF WATER SYSTEM, INFRASTRUCTURE AND QUALITY AT TEWKSBURY STATE HOSPITAL AT 365 EAST STREET, TEWKSBURY, MA 01876

DCAMM Project #: DPH2103 January 25, 2020

All Consultants are responsible for reviewing and adhering to all information, forms and requirements for the entire SOW, which are all incorporated into the SOW. Responses received after the deadline shall be disqualified. All Consultants should plan advance lead time for uploading proposals in a timely manner prior to the deadline. All Questions and Answers and Bid Responses must be submitted electronically through COMMBUYS. Consultants requiring assistance in the registration and use of COMMBUYS should contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

1. PROJECT DESCRIPTION

1.1 Project Objective

The Division of Capital Asset Management and Maintenance (DCAMM) Office of Planning and Office of Environmental Services, on behalf of the Department of Public Health (DPH) and Executive Office of Health and Human Services (EOHHS), is seeking a pre-qualified engineering firm with extensive experience projects related to potable water for a Study to evaluate and determine potential solutions for the drinking water system serving the Tewksbury State Hospital campus.

DCAMM estimates that work will commence March 2021 and that the anticipated duration of the Study phase will be (3) months from contract execution. The current scope of work includes services for the initial Study phase through the evaluation of alternatives. Once a consensus solution is reached, further development of that option in a continuation of services will be evaluated based on scope and needs of the user agency.

1.2 Background

Tewksbury State Hospital was established in the mid-nineteenth century, with the majority of its 41 buildings remaining today constructed between 1894 and 1966. The campus spans approximately 800 acres.

The hospital itself is operated by DPH but hosts five state agencies: DPH, Department of Mental Health (DMH), MassHealth Department of Medical Assistance, Department of Public Safety, and Mass Emergency Management Agency (MEMA). It also contracts with nine clinical vendor programs. The 41 buildings on the campus total about 1.1 million sf. Approximately ¾ of those buildings are actively operated and used by the facility. The rest are unoccupied.

The Tewksbury State Hospital campus is served by well water and is permitted as a community water system. There are two water station pumps serving the campus (Station #1 and Station #3). Station #3, built c. 1970 with one associated dug well, has been the sole provider for the last 5-10 years due to concerns related to the one-time detection of Naphthalene in an adjacent stream to Station #1 (built in 1915). Today, the campus is operating solely on Station #3’s one well, and this is able to meet the demand of the hospital. According to hospital staff, there is approximately 2 miles of vintage piping from the well to the Saunders Building (the main hospital on site). Additionally, there is an emergency connection to town water.

The immediate impetus for this Study is the exceedance of Manganese in the water, understood to be naturally occurring. The levels of Manganese are two or three times the limit enforced by DEP. DPH has been working in partnership with DEP and engineering consultants to address this issue. Since it was discovered, bottled water has been provided to patients and staff throughout the campus. Signage was installed at water fountains and sinks stating “Do Not Drink” in summer 2020.

Current consultants working directly with DPH have presented options and order of magnitude costs to DEP to address the Manganese issue, however it is acknowledged that a solution addressing the Manganese will not provide a comprehensive solution for issues related to water infrastructure and quality for the system.

Concurrent with the Manganese issue, they are also treating the water at Station #3 with phosphate due to lead/copper concerns. This treatment gives the water an orange-brown color. Also, recent sampling uncovered the detection of PFAS.

This project provides an opportunity to perform a comprehensive water quality assessment while understanding the water system and infrastructure serving the campus as a whole. Rather than performing “band-aid” solutions as these issues arise, DCAMM, in partnership with DPH aims to revitalize the current system so it can serve as a healthful water source for the campus’ vulnerable patient population, staff and visitors for years to come. Priority for this project will be given to solutions that emphasize and consider functionality, maintainability, quality, and cost efficiency.

Background documents included for reference:

1. 2019 Consumer Confidence Report – Tewksbury Hospital Public Water Supply

2. 310 CMR 22.00

3. Commonwealth of MA Public Water Distribution System Piping and Appurtenances

4. Commonwealth of MA Private Well Guidelines – July 2018

5. Public Water System – Self Guide for Point of Use Entry Treatment Devices – Permitting and Approval Process

6. Tewksbury State Hospital Campus Water Lines – Drawing

7. Water Treatment Application to MA-DEP – November 2020

2. SCHEDULE & PROCUREMENT

2.1 Calendar

Times are Eastern Standard/Daylight Savings (US), as displayed on the COMMBUYS system clock, displayed to Consultants after logging in. If there is a conflict between the dates in this Procurement Calendar and dates on the Solicitation’s Summary tab, the dates on the Solicitation’s Summary tab on COMMBUYS shall prevail. Any changes in the Estimated Procurement Calendar which are made after the SOW has been published will not result in amendments to the Estimated Procurement Calendar. Such changes will appear only on the Solicitation’s Summary tab on COMMBUYS. Consultants are responsible for checking the Solicitation’s Summary tab on COMMBUYS for Procurement Calendar updates.

2.

2.2 Written questions via the Bid Q&A on COMMBUYS

The “Bid Q&A” provides the opportunity for Consultants to ask written questions and receive written answers from DCAMM regarding this Scope of Work (SOW). All Consultants’ questions must be submitted through the Bid Q&A found on COMMBUYS. Questions may be asked at any time prior to the Deadline for Submission of Questions stated in the SOW Procurement Calendar. The issuing department reserves the right not to respond to questions submitted after this date. It is the Consultant’s responsibility to verify receipt of questions.

Please note that any questions submitted to DCAMM using any other medium (including those that are sent by mail, fax, e-mail or voicemail, etc.) will not be answered. To reduce the number of redundant or duplicate questions, Consultants are asked to review all questions previously submitted to determine whether the Consultant’s question has already been posted.

Consultants are responsible for entering content suitable for public viewing since all of the questions are accessible to the public. Consultants must not include any information that could be considered personal, security sensitive, inflammatory, incorrect, collusory, or otherwise objectionable, including information about the Consultant’s company or other companies. DCAMM reserves the right to edit or delete any submitted questions that raise any of these issues or that are not in the best interest of the Commonwealth or this SOW.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

2.3 Proposal Submission in COMMBUYS

Consultants must submit a response to this SOW electronically through COMMBUYS.

2.4 Number of Awards

One Contract will be awarded in order to ensure a consistent condition assessment. Consultants may team with other companies and/or sub-consultants to form a “Team”.

2.5 Selection Team

A Selection Team, consisting of representatives from DCAMM’s Offices of Planning, and Environmental Services and Tewksbury State Hospital staff, will review the responses to this solicitation, evaluate the proposals using the criteria specified in this Scope of Work (SOW), and select the consultant that provides the best value to the Commonwealth based upon the specified SOW requirements and criteria. Virtual Interviews may be requested.

2.6 Contract and Schedule Duration

DCAMM estimates that work will commence in March 2021 and that the anticipated duration is (3) months from contract execution. The term of the contract may be extended to provide any associated services as determined by DCAMM.

3. SCOPE OF WORK

3.1 Work Plan

The Scope of Services for Study Phase Services for Engineering Consulting Services includes the services outlined below. Additional services, including those for future phases of the project, will be separately negotiated with the selected consultant if determined necessary by DCAMM.

The focus of this project will be the comprehensive Study of the entire water system serving the Tewksbury State Hospital campus including its quality and infrastructure. Once existing conditions information is gathered and analyzed, the consultant will then develop high-level options for addressing issues within the system. These options will be presented for decision-making by DCAMM and DPH to determine a preferred approach (or collection of approaches for further development in subsequent phases). Successful alternatives will consider both operational and capital solutions.

Throughout the Study it is imperative that all issues potentially affecting the project (program, scope, cost, and schedule) be identified and discussed at each stage.

Prior to the initiation of the first part of the work, the Consultant will complete a Work Plan based on the outline provided below, identifying team member responsibilities and documenting the approach to completing the required tasks and deliverables. The Work Plan will establish project goals and objectives, describe tasks, and list required deliverables, building on what has been provided. In addition, the Work Plan should also include an updated project schedule, and an updated breakdown of fees (as shown in Exhibit B). The Work Plan should be developed in accordance with the attachments provided.

PHASE 1: Project Initiation / Work Plan Finalization

1. Participate in an Administrative Meeting (by phone, or by web conference) with DCAMM during which the project team, billing procedures, work processes/correspondence, and schedule.

2. Finalize Work Plan submitted as part of this bid

3. Lead a Project Kickoff with DCAMM, DPH, and any other necessary stakeholder groups

a. Review project team, goals, scope, work plan, and functional requirements

b. Establish draft full Study schedule (through Phase 3)

c. Review and collect recent studies and relevant documents

d. Develop and present a matrix to outline items already completed in previous studies, items needing further investigation, and items omitted from previous studies

e. Provide an overview narrative of findings and recommendations from previous studies

f. Establish “List of Relevant Documents” gathered from DCAMM, DPH and outside sources as necessary to be included in final Study that can be added to throughout the course of the project

PHASE 1: Deliverables

· Project Team Directory

· Project Master Schedule

· Project Kickoff Presentation

· Final Work Plan

· Project Needs and Goals Statement

· Meeting Minutes

· Matrix

· Narrative summary of findings and recommendations from recent studies

· List of Relevant Reference Documents

PHASE 2: Existing Conditions & Needs Assessment

Program

· Review, verify, and comment on previous relevant resources

· Meet with DPH (and other stakeholder groups/previous consultants if determined to be necessary) to understand drinking water needs and deficiencies in current system

· Establish relevant sustainability and resilience deficiencies in current conditions and potential project goals related to sustainability

Site/System Analysis:

· Review all existing site surveys, campus plans, maps, and aerial photographs for project area; determine if a site survey is necessary as an additional service; if so, develop scope and boundaries for additional services

· Determine if geotechnical survey is necessary and to what extent. If so, develop scope for additional service.

· Determine potential constraints such as any necessary relocation of utilities, extent of earthwork, impact on budget, etc.

· Perform review of code and environmental regulations

· Identify regulations related to code, as well as town, regional and state regulations

· Identify code requirements and regulations needing to be addressed

· Identify gaps in information related to system conditions

· Analyze potential requirement/code conflicts

· Develop and perform program for comprehensive water quality testing for laboratory analysis for entire system including but not necessarily limited to:

· For existing wells at Station #1 and Station #3,

· Perform testing for total coliform bacteria and nitrite/nitrate analyses from Table 11 of the Commonwealth of MA drinking water guidelines (revised July 2018) and the following from Table 12: arsenic, lead, manganese, copper, iron, sodium, gross alpha screen, Radon-222, Radium-228, uranium, VOCs per EPA Method 524 (drinking water) and pH.

· At minimum, analyze water samples for the PFAS6 per new MassDEP recommendation dated October 2, 2020 for standard of 20 ppt (parts per trillion) for six (6) PFAS compounds referenced as the PFAS6

· Test for radionuclides if determined to be necessary by team (should be included in base scope)

· Develop scope for and perform sampling for Naphthalene at and/or in the area of Station #1

· Recommend and perform other drinking water sampling as required by the project and agreed upon with the users and DCAMM (included in base scope).

· If repairs and/or provisions must be made to perform testing scope, develop scope of repairs for additional services.

· Samples must be collected under pumping conditions, and then from a tap after running for 15 minutes.

· Selected consultant should keep up-to-date on DEP sampling guidelines to ensure full suite of compounds in sampling

· Coordinate with DCAMM to develop a scope for any additional hazardous materials testing (outside of drinking water testing which should be included in this scope) if determined necessary

· Study, assess, and analyze existing conditions of critical repair items associated with the water system, infrastructure, supply, quality, connections, towers, structures, etc. and extent of repairs needed

· Review current infrastructure, capacity and back-ups to determine performance and efficiency of current water sources to the campus including but not limited to:

· The existing connection to Town water and the supply, viability, and limitations of continuing to use or expanding access to Town water

· Station #1 as a viable water source for back-up or primary supply

· Perform utility analysis including operational costs for water each year

· Develop a list of issues needing further investigation, if applicable

Cost:

· Determine order of magnitude costs for critical repairs and water treatment given the state of the current system as designed

Schedule:

· Update preliminary Study schedule

PHASE 2: Deliverables

The items below should be codified in a comprehensive narrative report and presentation (PDF & native file format) to DCAMM and DPH for review.

Program:

· Review of existing resources

· List of energy / sustainability goals and description of approach to achieve goals

· Meeting minutes

Site/System Analysis:

· Full set of plans for project areas (updated as needed) if determined to be necessary (additional service); raw files and PDF format should be provided

· Existing conditions & analysis narrative report with associated images including a clear, annotated site plan(s) which encapsulates all tasks performed

· List of critical repair items necessary to get existing system to meet original design intent

· Meeting minutes

Cost:

· Order of Magnitude level cost estimate/analysis for critical repairs to the system (including current infrastructure and quality)

Schedule:

· Updated Study schedule

PHASE 3: Development of Conceptual Design/Engineering Alternatives

Develop 2‐4 conceptual design/engineering options. Proposed options may include operational improvements.

For each alternative, the following tasks shall be performed:

Program:

· Comparative program that balances the proposed solution against the programmatic potable water needs of the hospital campus.

Site/System Scope:

· Develop and present a range of 2‐4 conceptual approaches

· Develop criteria matrix to evaluate options

· Develop selected targeted improvements to a conceptual level

· Evaluate each option based on programmatic goals, schedule, cost, resilience, and efficiency

· Provide summary analysis of advantages and challenges of each option

· Determine critical repairs scope for each alternative

· Determine operational solutions or aspects for each alternative, as applicable

Cost:

· Provide concept‐level cost estimates for improvements

· Preliminary/conceptual LCCA analysis that compares current costs for water (collected in the utility analysis in Task 2) to the options proposed

Schedule:

· Establish preliminary implementation schedules for each alternative for side‐by‐side comparison, with input from the facilities team to determine constraints of implementing improvements for an occupied hospital campus.

PHASE 3 Deliverables The items below should be codified in a brief, but comprehensive narrative report and presentation (PDF & native file format) to DCAMM and DPH for review.

Scope:

· Criteria matrix

· Conceptual site plans as needed to demonstrate the proposed alternative

· Narrative outlining pros/cons/how established goals are met

Cost:

· Concept‐level cost estimates

· Preliminary/conceptual LCCA analysis

Schedule:

· Preliminary schedules through construction phase (in Gantt chart or another editable format and PDF)

*Please note ability to meet in person is subject to change based on stay-at-home orders and recommendations for Executive Branch government employees and workers during the COVID-19 crisis. With the exception of on-site investigations necessary for the project, it is assumed project meetings will occur virtually or by telephone. On-site investigations will be coordinated with Hospital staff. Safety of staff, patients, and hired consultants is of the highest priority.

3.2 Additional Services

Although not anticipated at this time, additional services may be required. If requested by DCAMM, the consultant may prepare a proposal or solicit from others as needed.

3.3 Schedule

The Study phase of the project is anticipated to be completed in (3) months. The consultant is expected to work collaboratively with DCAMM and DPH to establish a schedule for services in the beginning of the project upon receipt of Notice to Proceed.

4. RESPONSE SUBMISSION REQUIREMENTS

4.1 Required Components for Response Submissions

The following seven components specific to this SOW must be included in the order outlined below with your response. Failure to include all the requested information and completed required forms may result in rejection of your firm’s submission. Required SOW components are as follows:

A) Response Cover Sheet – Exhibit A B) Consultant Cover Memo C) Firm Profile (including Consultant Team, Resumes and Diversity Statement) D) Relevant Experience E) Project Approach F) Work Plan (including Project Schedule) G) Pricing Response - Exhibit B

Specifics for each required Response component are as follows:

A) Response Cover Sheet – Exhibit A Complete the Response Cover Sheet, a copy of which is attached as Exhibit A.

B) Consultant Cover Memo A statement of understanding of the SOW and commitment to perform.

C) Firm Profile Provide the team organization with a chart, that clearly indicates roles, sub-consultant teams (if applicable), as well as resumes for each principal and key staff persons who will be assigned to the project. Please note that only those firms that have team members with LSP, PE as well as PG certifications will be considered. Please indicate these qualifications clearly next to the team member’s name and where relevant in the materials submitted.

D) Diversity & Inclusion

The Commonwealth is committed to helping address the disparity in the participation of minorities and women in engineering and design. In addition to previously submitted Supplier Diversity plans and/or commitments, DCAMM is interested in learning about the applicant firm’s approach and commitment to diversity in its policies, overall business practices, and in assembling this project team.

Firms are encouraged to be creative in assembling their teams by considering partnering with diverse, qualified firms and/or other means to provide additional opportunities for MBE and WBE firms in new ways.

1. As part of their proposal, applicants should include a Diversity Focus Statement. Applicants are encouraged to speak broadly on what diversity and a culture of inclusivity and belonging means to their firm and provide specific examples (large and small) of how their team is approaching these issues within their firm and the field in general.

2. Applicants should also submit:

a. The completed SDP Plan Form 1-SDP Plan Commitment that was provided to OSD in the initial submission to join OSD contract PRF-69.

b. SDP Plan Form 2-Declaration of SDP Partners that was submitted to OSD as part of the initial contract execution and inclusion on PRF-69.

c. All SDP Plan Forms 3-SDP Plan Spending Reports submitted to OSD to date, reflecting their MBE/WBE or other diversity utilization/payments on work performed under PRF69

d. Supplemental SDP spending information, if any, listing any additional MBE/WBE or other diversity participation commitments/payments on prior or ongoing work performed under PRF-69 that has not yet been formally submitted in a prior SDP Plan Form 3-Spending Report.

E) Relevant Experience Outline comparable projects demonstrating experience and expertise, preferably in healthcare environments and/or serving vulnerable populations. Successful bids will demonstrate how the consultant’s leadership in potable water resources and site/civil engineering as well as environmental testing directly contributed to the project’s long-term success. Preference will be given to bidders who demonstrate the evaluation of various alternatives—both capital and operational—to determine an effective and cost-efficient solution in collaboration with the client’s needs.

F) Project Approach Provide a narrative description of the team’s approach.

This narrative should be developed such that it can convince the Selection Team that the respondent understands the objectives of the project, the nature of the required work, and the level of effort necessary to successfully complete the contract.

G) Work Plan The proposed detailed Work Plan should clearly break down and build upon the Scope of Work provided in this SOW. Tasks should include clear deliverables and approximate durations in weeks. (In Exhibit B, a less detailed Work Plan should be provided with fees broken down by Task.)

H) Pricing Response – Exhibit B Complete the Pricing Response Form, a copy of which is attached as Exhibit B.

Submit a proposed fee for services for completion of Study services. This fee must include all out-of-pocket expenses for the full Scope of Work. Costs not included in the fee will not be compensated.

5. RESPONSE EVALUATION CRITERIA

The Selection Team will review the responses to this solicitation and select the proposal that provides the best value to the Commonwealth based upon the specified SOW requirements and criteria.

During the selection process, the Selection Team reserves the right to take any or all of the following actions if it deems them to be in the interests of the Commonwealth of Massachusetts: a) reject any and all proposals; b) waive any minor informalities in proposals received or request Respondents to correct them; c) request additional information from Respondents and seek clarification from a Respondent provided the Selection Team determines it is not prejudicial to the interests of the other Respondents to do so. Action by the Selection Team in this regard should not be construed to imply acceptance or rejection of a proposal.

Responses will be rated and ranked to determine which Consultants will receive a Contract award.

5.1 Evaluation Components

The Selection Team will evaluate respondents based upon the information and materials contained in the response to this solicitation, interviews (if any) and any other information requested or obtained by the Selection Team.

The Selection Team will make its selection based on the following criteria:

1. Firm Profile & Relevant Experience

1. Diversity & Inclusion Materials (including the Diversity Focus Statement and relevant SDP forms)

1. Proposed Approach & Work Plan D) Proposed Pricing Response

Though price will be a consideration in the award, the Selection Team will not necessarily award the contract to the Bidder who proposes the lowest prices. Rather, selection of a respondent will be based on providing the overall best value to the Commonwealth.

EXHIBIT A – Response Cover Sheet

ONE ASHBURTON PLACE, 15TH FLOOR

BOSTON, MA, 02108

Response Cover Sheet for

STATEMENT OF WORK (SOW)

for ENGINEERING SERVICES FOR THE STUDY OF WATER SYSTEM, INFRASTRUCTURE AND QUALITY AT TEWKSBURY STATE HOSPITAL AT 365 EAST STREET, TEWKSBURY, MA 01876

Issued by:

The Commonwealth of Massachusetts Executive Office for Administration and Finance Division of Capital Asset Management and Maintenance One Ashburton Place, Boston, MA 02108

Issued on:

January 25, 2021

VENDOR SUBMITTING RESPONSE

Name of Firm

Address of Firm

Contact Person at Firm Title

Phone Number E-Mail

EXHIBIT B – PRICING RESPONSE FORM

Please complete the following table for the Proposed Work Plan below. All costs provided include all costs associated with the Task.

WORK PLAN TASKS AND DELIVERABLES

PRICE

A. TASK 1: ________________

a. DESCRIPTION

DELIVERABLES

a.

TOTAL COST/PRICE FOR SERVICES IDENTIFIED IN THE SOW

NOTE: DCAMM will pay for delivered products upon approval.

NOTE: DCAMM will not pay for secretarial overtime or word processing charges unless DCAMM determines that extreme time demands imposed by DCAMM occasion the need for the same. DCAMM will not pay for parking or meals. Any other out-of-pocket expenses shall be paid only with DCAMM’s prior approval and only at cost without markup. Fee should include printing costs.

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