Western Municipal Water District Request for Proposals (RFPs)
Professional Services for Operations Center Warehouse Buildings Seismic Retrofit
Submittals shall be addressed as follows:
Jimmy Chen, Principal Engineer
Operations Center Warehouse Buildings Seismic Retrofit
Western Municipal Water District
14205 Meridian Parkway, CA 92518
The submittal of the proposal is due no later than 10:00 AM on October 24, 2017. The Consultant’s Fee Proposal shall be submitted in a separate email marked with "Fee Proposal" clearly on the subject line.
There will be a mandatory Pre-proposal Meeting at WMWD Operations Center Community Meeting Room at 10:00 AM on September 26, 2017. A job walk will follow Pre-proposal Meeting. The time period to submit questions regarding the request for proposals and/or the project ends at 10:00 AM on October 17, 2017. WMWD will issue addenda to the request for proposals if any no later than 5:00 PM on October 19, 2017.
Warehouse Buildings B, C, D and F were built in the 60’s or earlier with structure steel framing and sheet metal roof and siding. There have been no structural upgrade though many building code changes had happened over the years.
Building B, C, and D are mainly used for storing tools, equipment, parts and materials. Building B was once Operations offices and is now used for warehousing. WMWD uses different types of storage racks and some are anchored to the ground with one bolt at each leg. There has been no seismic assessment on these storage racks. Catalogs of anchor and storage racks used at these buildings are attached in appendix F.
A minor tenant improvement project (Appendix C) to convert the east part of Building B into warehouse office, UPS shipping and receiving area, and security tool storage room are expected to start soon. The consultant planning assessment activities should
anticipate these construction activities and coordinate with the Project Manager of the tenant improvement project.
Building F was used for filtration to produce potable water. Filtration equipment and facilities were left inside the building after filtration activities were abandoned. Demolition to remove the remaining equipment and facilities shall not cause damages to building structure. Repair work shall be designed if demolition is anticipated to damage the building structure. A concrete floor slab with proper base installed at proper elevation is desired after demolition is done. The intended usage of the building is for warehousing WMWD tools, equipment, parts, and material with storage racks. Coordinate with Operations’ warehouse staff for the disposal or salvaging of waste or equipment. Operations staff may participate in part of the demolition work, and the converting of filtration facilities to storage area can be done area by area to the control cost of contracts.
Scope of Operations Center Warehouse Buildings Seismic Retrofit
See pictures in Appendix D. This building is a composite building with a structural steel framing with diagonal tie bracings at a few place on the west side of the building and masonry walls with structural steel roof beams on the east side of the building. A warehouse management office, a UPS shipping receiving area, and a secured tool room are to be built on the east end inside the building. The new construction is lumber framing and bearing walls with dry wall cover. The west part of the building is used for storage with installed metal storage racks. Since building as-built drawings are not available, the consultant shall field investigate, including coring and sampling, existing structural properties to regenerate drawings of the existing structure. Analyze the existing structure based on the most current California Building Codes (CBC). Design retrofit if the existing structure fails to meet CBC requirements.
The consultant shall assess the conditions of the existing structural elements, including corrosion on structural steel, metal roof and siding, and make repair and maintenance recommendations as required.
The consultant shall investigate storage racks used in the building including storage weights, rack material, dimensions, and anchoring system. The consultant will analyze the storage racks and recommend upgrades to meet CBC seismic requirements. The consultant may propose different storage racks. The consultant shall develop standard drawings for storage racks and rack anchoring system.
See pictures in Appendix D. This building is a structural steel framing with diagonal tie bracings at a few locations. Since building as-built drawings are not available, the consultant shall field investigate, including coring and sampling, existing structural properties to regenerate drawings of the existing structure. Analyze the existing structure based on the most current CBC. Design retrofit if the existing structure fails to meet CBC requirements.
The consultant shall assess the conditions of the existing structural elements, including
corrosion on structural steel, metal roof and siding, and make repair and maintenance recommendations as required.
See pictures in Appendix D. This building is a structural steel framing with diagonal tie bracings at a few place. There is a line of column in the middle of the building dividing the building into two equal halves. The center columns along with the walkway that has foundations for the columns will remain in place. Each half has two filter trains with sand of unknown depth at the bottom. There are piping (above ground and underground), walkways, reinforced concrete walls and foundations in each filter train.
The consultant shall coordinate with warehouse staff to phase the demolition of filter trains, along with piping, concrete structures and equipment. The phasing plan will efficiently combine utilization of Operations manpower, equipment and contractors if necessary. The demolition plan shall include how and where to relocate salvaged equipment currently in the building and how and where to dispose of waste. The consultant shall design a concrete floor slab along with backfill of the demolished filter trains and placement of base material. The concrete slab shall consider loading from trucks that may be used to fetch equipment and material from the modified warehouse.
Attached Building F as-built drawings (Appendix B) are not complete nor in legible quality. The consultant shall field investigate, including coring and sampling, existing structural properties to regenerate drawings of the existing structure. Analyze the existing structure based on the most current CBC. Design retrofit if the existing structure fails to meet CBC requirements.
The consultant shall propose storage plan and storage racks in coordination with Operations warehousing staff for this modified warehouse. The new storage racks shall comply with the most current CBC. The consultant shall provide standard storage and installation drawings based on intended storage usage.
Description of Services Requested
There are none or limited as-built drawings that the consultant can use. The consultant shall conduct field investigation of structures and structure element conditions and interview with Operations staff to collect information to regenerate building drawings. After completion of as-investigated/as-built drawings, the consultant shall run structural analyses as to comply with the most current CBC. The consultant will recommend retrofit and prepare standard drawings and specification for the proposed retrofit. The consultant shall recommend repairs based on condition assessment of structural steel elements, metal roof and siding. The consultant will analyzed existing storage racks based on most current CBC and proposed retrofit with standard drawings and specifications. The consultant may propose different storage racks which meet the most current CBC. The consultant shall prepare PS&E documents along with each proposed retrofit and repair.
The following are the anticipated services:
Task 1. Project Administration and Agency Coordination
Upon receipt of a written Notice to Proceed from WMWD, consultant shall conduct a kick-off meeting with WMWD, inviting Operations staff particularly warehouse staff, to review the scope of the project, develop project schedule, and confirm deliverables. The project schedule shall include each task and subtasks, milestones, critical path designation and a schedule for progress meeting.
WMWD is a special District that self-permits our facility construction except building permits for office use. Investigate and recommend to WMWD if permit application with the Building Department, Economy Development Agency, or Fire Department are required for the proposed retrofit.
Project Milestone/Monthly Meetings
Consultant shall prepare and present regular project progress report to WMWD staff each month or as otherwise agreed upon with WMWD’s Project Manager. Consultant shall make sure to invite proper public agencies and WMWD staff to the meeting. Consultant is responsible for organizing these meetings including preparing agenda, compiling meeting minutes and distributing the minutes to all attendees or as required.
Task 2. As-built Drawings Research, Field Investigation and Interviews
Consultant shall conduct thorough research to obtain all available as-built drawings for the buildings and storage racks. Consultant shall conduct but not limited to field investigation including concrete coring, steel structural element and metal sheeting sampling, non-destructive field testing, lab testing, etc. to collect viable information of structures. Consultant shall interview Operations staff, particularly warehouse staff, to acquire more structure and storage information for the purpose regenerating as-built drawings and future storage use.
Task 3. Prepare As-investigated/As-built Report and Drawings
After collecting pertinent building and storage structural information, the consultant shall prepare building and storage rack as-investigated/as-built drawings with plans and details. The consultant shall prepare a report for the building structural element and metal sheeting condition assessment. In the condition assessment report the consultant shall make recommendation to repair damage discovered. Consultant shall submit the drawings and report in PDF format electronically to WMWD.
Task 4. Seismic Structural Analyses and Retrofit Recommendations
California regularly updates and sometime overhauls its building codes in according to International Building Codes (IBC) recommendations. These buildings were built mostly in the 60’s of last century. CBC and California Fire Code have been changed drastically after several devastating earthquakes. To continue utilize these buildings and to protect WMWD’s property and employees, these buildings need to be brought to meet the current CBC.
Upon completing the as-investigated/as-built drawings, the consultant shall run structural analyses of the building structure and storage racks based on the most current CBC. Consultant shall recommend upgrade of building roofing and siding to meet most current CBC, California and local fire codes. Consultant shall prepare drawings and specifications for the recommended retrofit and upgrades.
Task 5. Building F Demolition Plan and Demolition Phasing Plan
The consultant shall coordinate with warehouse staff to phase the demolition of filter trains along with piping, concrete structures and equipment. The phasing plan will efficiently combine utilization of Operations manpower, equipment and contractors if necessary. The phasing plan is restricted by annual budget of Operations Center improvements. The demolition plan shall include how and where to relocate salvaged equipment currently in the building and how and where to dispose of waste. The consultant shall design a concrete floor slab along with backfill of the demolished filter trains and placement of base material. The consultant shall consider potential loading trucks when designing concrete floor slab.
Task 6. Proposed Storage and Storage Rack Layout
Coordinating with Operations warehouse staff, the consultant shall prepare a storage and storage rack plan for the converted Building F and modify Building B, C and D storage plan as requested by Operations warehouse staff.
Task 7. Final PS&E
For each proposed improvement, the consultant shall prepare designed Plans, Specifications and Cost Estimates (PS&E) for WMWD’s approval. The Specifications shall focus on Technical Specifications only. WMWD will make use of the PS&E when applying for permits and bidding the proposed improvement projects.
Consultant is encouraged in its proposals to identify any additional work that is not specified in this Scope of Work that would be, in her or his opinion, necessary to complete the Project as defined herein. Consultant may propose additional services that in its opinion will improve the efficiency and quality of the project. If identified, the Additional Work or Services must be included in the proposal but separated out in the Consultant’s Fee Schedule.
Firms shall structure their proposals to respond to the following selection criteria:
1. Overview of the Company: • Provide an overview of the prime firm, including major services provided, size of the firm, location and size of the branch office if any at which work may be performed.
• List recently completed projects, involving consulting services similar to those being requested in the Scope of Work, by the prime or sub consultants. Detail specific experience and explain how it is applicable to the type of work as outlined in the Scope of Work. For each project listed, include the client’s name, dates the work was performed, client references and specific details of the firms’ participation and individual responsibilities on theProject.
2. Project Team and Organization and TeamExperience: • Provide an organization chart detailing the proposed Project team and team organization structure. Provide a list of proposed sub-consultants, their office locations and work proposed to be performed at those offices.
• Provide brief summary of key personnel, citing their qualifications and professional experiences relevant to the proposed services. Emphasize education, licenses, certifications, and technical experience. Work experiences shall identify the year, job title, and the firm of employment at the time the work was done. Detailed resumes, if submitted, should be included in the appendices to the proposal but not counted in the 30 page limit.
3. Understanding of the Project: • Discuss firms’ understanding of the technical issues and types of services needed to complete the work as outlined in the Scope ofWork.
• Identify any challenges that could be faced during the execution of the work, and discuss approaches in dealing with them. Include discussion of any challenges or other project delivery issues that may affect the successful completion of the Project.
4. Project Management and QA/QC Approach: • Describe your approach to manage proposed Project. Provide a preliminary project schedule with your proposal identifying all tasks specified in the RFP, and break tasks into subtasks if relevant. Include a brief discussion of your standard project delivery and/or project management methods and how you will ensure completion of the project within the agreed upon time frames and budget limit. Provide a list of deliverables in line with completion of tasks or subtasks.
• Describe the firm’s quality control and quality assurance program and discuss how you will apply it to the Project.
5. Fee Proposal and Fee Schedule: • Include a Time and Material fee proposal with a Not-to-Exceed maximum amount to cover the entire Scope of Work requested. Break tasks into sub- tasks to better manage schedule and cost. Prepare fee proposal using a spreadsheet similar to Schedule of Value with resources assigned to each task or subtask. Refer to Exhibit E for a sample Schedule of Value.
• Submit hourly rates of project team members and specified the applicable periods. Describe how the rates will be escalated if applicable during the execution of the Project.
• Submit the Fee Proposal separately from your project proposal.
The proposals will be evaluated based upon the following criteria:
• Company Qualification (15%): This includes Overview of the Company and relevant experiences of the consultant andsub-consultants.
• Proposed Team Qualifications (30%): This includes team organization and experiences of key project team members.
• Understanding of the Project and Level of Efforts (40%): This includes level of understanding the project issues and challenges that will be demonstrated in the proposal.
• Project Management and QA/QC (15%): This demonstrates how the consultant’s project management approaches are applied to the project to complete it within schedule and budget. QA/QC guarantees WMWD will receive quality product with the money spent.
The primary evaluation criteria used by WMWD are as outlined above. Though this is
not a competitive bid process based on price alone, the review panel may review the cost estimates prior to ranking the proposal submissions. After selection of the proposal deemed most beneficial to WMWD, WMWD will initiate negotiations. If an acceptable contract cannot be reached with the proposal deemed most beneficial to WMWD, WMWD may then negotiate with the next most beneficial proposal.
WMWD reserves the right, after opening the proposals, to reject any or all proposals, or to accept proposal(s) that in its sole judgment are in the best interest of WMWD.
In case that more than one consultant is considered extremely beneficial and responsive, WMWD may elect to generate a short list and have oral presentations with the short-listed teams.
Department of Industrial Relations Registration Requirements
The Director of Industrial Relations has determined the general prevailing rate of per diem wages in the locality in which this work is to be performed for each craft or type of worker needed to execute the Contract which will be awarded to the successful consultant, copies of which are on file and will be made available to any interested party upon request at Employment Development Department – 700 Franklin Blvd. #1100 Sacramento CA 92582 or online at http://www.dir.ca.gov/dlsr. A copy of these rates shall be posted by the successful consultant at the job site. The successful consultant and all subconsultant(s) or subcontractor(s) under him, shall comply with all applicable Labor Code provisions, which include, but are not limited to the payment of not less than the required prevailing rates to all workers employed by them in the execution of the Contract, the employment of apprentices, the hours of labor and the debarment of contractors and subcontractors.
Pursuant to Labor Code sections 1725.5 and 1771.1, all consultant, subconsultant(s), and subcontractor(s) that wish to propose on, be listed in a proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations. No proposal will be accepted nor contract will be entered into without proof of the consultant’s, subconsultants’ or subcontractors’ current registration with the Department of Industrial Relations to perform public work. If awarded a Contract, the consultant and its subconsultants or subcontractors, of any tier, shall maintain active registration with the Department of Industrial Relations for the duration of the Project.
This Project is subject to compliance monitoring and enforcement by the Department of
Industrial Relations. In proposing on this project, it shall be the consultant’s sole responsibility to evaluate and include the cost of complying with all labor compliance requirements under this contract and applicable law in its proposal.
Insurance and Contractual Requirements
WMWD requires insurance policy endorsement form (or a certified copy of an insurance policy providing the same provisions as the endorsement forms) be submitted and approved before the contract can be executed. If a selected consultant is not able to provide the insurance requirements, WMWD reserves the right to immediately cancel consultant’s selection, and select another consultant to perform this work.
Consultant shall purchase and maintain during the execution of the Project coverages of:
Commercial General Liability Insurance, of at least $1,000,000 per occurrence/ $2,000,000 aggregate for bodily injury, personal injury and property damage, at least as broad Insurance Services Office (ISO) Commercial General Liability coverage (Occurrence Form CG 0001); and
Automobile Liability Insurance for bodily injury and property damage including coverage for owned, non-owned and hired vehicles, of at least $1,000,000 per occurrence for bodily injury and property damage, at least as broad as ISO Form Number CA 0001 (ed. 6/92) covering automobile liability, Code 1 (any auto);
Workers’ Compensation Insurance of at least $1,000,000 per occurrence, in compliance with applicable statutory requirements and Employer's Liability Coverage. Insurance carriers shall be authorized by the Department of Insurance, State of California, to do business in California and maintain an agent for process within the state. Such insurance carrier shall have not less than an "A-"; "Class VII" according to the latest Best Key Rating unless otherwise approved by the District; and
Professional Liability (Errors and Omissions) coverage of $1,000,000 per claim.
Subconsultants and subcontractors of Consultant are required to have the same coverage as the Consultant. It is Consultant’s responsibility to ensure that any subconsultant or subcontractor have obtained the proper insurance coverages.
A copy of the typical contract language that WMWD requires is included in Appendix A. You proposal should indicate any concerns that your firm will have with this language or if the terms are acceptable.
CONFIDENTIALITY OF PROPOSALS
California Government Code Sections 6250 et seq. (the "California Public Records Act" or the "Act") defines a public record as any writing containing information relating to the conduct of the public business. The Act provides that public records shall be disclosed upon written request and that any citizen has a right to inspect any public record unless the document is exempted from disclosure. Western Municipal Water District, is subject to the California Public Records Act. Be advised that any contract that eventually arises from this Request for Proposals is a public record in its entirety. Also, all information submitted in response to this Request for Proposals is itself a public record without exception. Submission of any materials in response to this Request for Proposals constitutes a waiver by the submitting party of any claim that the information is protected from disclosure. By submitting materials, (1) you are consenting to release of such materials by the District if requested under the Public Records Act without further notice to you and (2) you agree to indemnify and hold harmless the District for release of such information.
A copy of the typical contract language that WMWD requires is included in Appendix A. You proposal should indicate any concerns that your firm will have with this language or if the terms are acceptable.
Appendix A – WMWD Sample Contract
Appendix B – Building F As-built Drawings
Appendix C – Building B Warehouse Office Improvements
Appendix D – Pictures of Existing Warehouse Buildings
Appendix E – Sample Schedule of Value
Appendix F – Existing Storage Rack and Anchor Bolt Catalogs
Appendix G – Operations Center Site Plan