RFP #16-1242-8CS

August 31, 2016

REQUEST FOR PROPOSAL

ENGINEERING SERVICES AGREEMENT

WATER RECLAMATION FACILITY NUTRIENT REMOVAL UPGRADES

DEPARTMENT OF PUBLIC UTILITIES

COUNTY OF HENRICO, VIRGINIA

Your firm is invited to submit a proposal to provideprofessional engineering services for the Water Reclamation Facility (WRF) Nutrient Removal Upgrades for the County of Henrico in accordance with the enclosed specifications. The submittal, consisting of the original proposal and five (5) additional copies marked, “Water Reclamation Facility Nutrient Removal Upgrades", will be received no later than 2:30p.m., September 30, 2016, by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of FinanceDepartment of Finance

Purchasing Division ORPurchasing Division

8600 Staples Mill Road - NEW LOCATIONP O Box 90775

Henrico, Virginia 23228Henrico, Virginia 23273-0775

This RFP and any addenda are available on the County of Henrico Purchasing website at To download the (IFB or RFP), click the link and save the document to your hard drive. To receive an email copy of this document, please send a request to:

Time is of the essence and any proposal received after2:30 p.m., September 30, 2016, whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated.

A pre-proposal conference will be held on September 8, 2016 at 2:00 p.m. at the Training Room within the Administration Building of the Water Reclamation Facility, 9101 WRVA Road, Henrico, Virginia 23231. A site visit will be held following the meeting. This will be the only opportunity to visit the site. PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

The awarding authority for this contract is Board of Supervisors.

Technical questions concerning this Request for Proposal should be submitted to Cecelia Stowe via email to later than September 14, 2016.

Very truly yours,

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Director

804-501-5685

8600 STAPLES MILL ROAD /P O BOX 90775/HENRICO VA 23273-0775

(804) 501-5660 FAX (804) 501-5693

REQUEST FOR PROPOSAL

ENGINEERING SERVICES AGREEMENT

WATER RECLAMATION FACILITY NUTRIENT REMOVAL UPGRADES

DEPARTMENT OF PUBLIC UTILITIES

COUNTY OF HENRICO, VIRGINIA

I.PURPOSE AND GENERAL INFORMATION:

The purpose and intent of this Request for Proposal (RFP) is to solicit proposals from qualified engineering firms for the Water Reclamation Facility (WRF) Nutrient Removal Upgrades, Department of Public Utilities (DPU). The WRF is a 75 MGD facility with modifications for enhanced nutrient removal completed in 2010.

The Chesapeake Bay TMDL, ongoing James River Chlorophyll A study, and pending State Water Control Board legislation indicate that the current waste load allocation of 1,142,085 pounds/year of total nitrogen and 114,209 pounds/year of total phosphorous will be reduced to approximately 685,251 pounds/year of total nitrogen and approximately 22,831 pounds/year of total phosphorous. These new waste load allocations are anticipated to be in effect beginning January 1, 2023. To meet the pending, more stringent anticipated waste load allocations, the County will need additional nutrient removal processes at the existing WRF.

The WRF was originally constructed in 1985 with a capacity of 30 mgd, and was expanded in 1993. In 1999 a multi-phase construction project expanded the capacity to 75 mgd and provided Enhanced Nutrient Removal (ENR) treatment. The liquid process consists of screening, grit removal, primary clarification, ENR, secondary clarification, filtration, and chlorination/dechlorination. Solids handling is accomplished by gravity belt thickening, mesophilic anaerobic digestion, dewatering with centrifuges, and land application and/or landfilling.

This project requires detailed design and engineering, plans and specifications, construction administration services, and O&M manuals necessary to construct facilities required to meet the proposed nutrient limits. It is anticipated that facilities improvements may include two new ENR basins, enhanced instrumentation and control, additional supplemental carbon facilities, side streamDE ammonification, and deep bed DE nitrification filters.

II.SCOPE OF SERVICES:

A.The Engineer shall perform professional engineering services as hereinafter stated, which include normal civil, mechanical, and electrical engineering services, necessary field surveys and topographic and utility mapping for design purposes, application for necessary permits and regulatory approvals, geotechnical, and environmental work necessary to obtain environmental permits required for project construction.

A Nutrient Removal Preliminary Engineering Report dated June 30, 2016 has been completed. It is anticipated that the design for nutrient removal may include the following:

1.Instrumentation for monitoring and/or controlling nitrification, DE nitrification, and phosphorus removal.
2.Deep bed nitrification filters with provisions for future expansion. Filters must be compatible with existing hydraulic profile including downstream chlorine contact tanks, and also include hydraulic capacity provisions for future ultraviolet disinfection.
3.Methanol carbon feed system for the deep bed DE nitrification filters. Methanol feed shall include applicable safety features required by local authorities and applicable state and federal regulations and best practices.
4.Side streamDE ammonification for ammonia and total nitrogen removal from centrate.
5.Two additionalENR basins with configuration similar to the existing ENR basin numbers 11 and 12.
6.Upgrade and expansion of existing glycerin feed facilities serving ENR basins.
7.Providingdiffusers in Cell 3 of the existing smaller ENR tanks (5-8, 11 and 12) and extending the aerobic zone that includes Cell 4 to operate Cell 3 as a swing zone.

B.The Engineer represents that tasks will be performed in accordance with generally accepted professional standards. The Engineer further represents that it will provide the County the best possible advice and consultation within Engineer's capacity as a professional engineer.

C.The Engineer will comply with the regulations, laws, ordinances, and requirements of all governmental agencies as applicable.

D. The Engineer shall furnish all labor, materials, equipment, and technical and professional services required for performing the work including, but not necessarily limited to the following services:

1.Consult with the COUNTY to determine its requirements and to review available data in possession of the COUNTY concerning the proposed projects. After reviewing the preliminary data and reports, identify and evaluate alternate or modified solutions available to the COUNTY. This could require evaluation of alternative equipment, processes or materials. After consultation with the COUNTY, recommend to the COUNTY those solutions available, which in Engineer’s judgment, meet the COUNTY’s requirements for the project. Present Engineer’s recommendations in a preliminary design memorandum that includes, as appropriate, schematic layouts, sketches, conceptual design criteria, construction methods and materials, and opinion of probable construction costs.

2.Prepare and submit preliminary construction plans in accordance with DPU Standards and applicable federal, state and local regulations. Preliminary Design Documents shall include final design criteria, preliminary drawings, and written descriptions of the project. Submit preliminary estimate of construction costs. Address project scheduling and phasing as applicable.

3.Prepare final construction plans, easement plats and, contract documents. Contract documents shall include bid forms, notice to bidders, instructions to bidders, advertisement, bid proposal, contract forms, bonding and insurance requirements, and technical specifications.

4.Assist the COUNTY in obtaining approvals and permits as necessary to comply with applicable federal, state, and local regulations. Plan review and approval through Henrico County Planning process is required. This task shall include assisting the County in applying for grant funding.

5.Provide environmental site assessment, wetland determinations, etc. as appropriate or required.

  1. Prepare revised cost estimate based upon final construction plans.
  1. Attend progress meetings with the COUNTY and provide meeting minutes during design.
  1. Assist the COUNTY in obtaining bids including attending pre-bid conference, preparing addenda, evaluating bids and providing a recommendation for award.
  1. Consult with and advise the COUNTY on an as-needed basis during construction. The Engineer shall review and approve all shop drawings, attend progress meetings, review Requests for Information and provide responses, and review and provide recommendations for change orders.
  1. Provide specialty inspections as needed for compliance with permits.
  1. Assist in the start-up of project operation when construction is complete, prepare an Operation and Maintenance manual in accordance with DEQ requirements, and revise construction plans to incorporate as-built documentation. Provide field training and system startup services, which shall supplement the services, provided by the manufacturer. The field training services shall include development of a training manual, equipment control description, equipment operational mode descriptions, and a summary of critical alarms.
  1. Provide copy of record drawings in digital format. (tif, .pdf).
  1. Prepare SPCC for facility to reflect the impact of this project.
  1. COUNTY RESPONSIBILITIES:

A.The County will provide an engineering contact person from the Department of Public Utilities to assist in the coordination of the offeror’s tasks for the duration of the Contract Work.

B.The following information about the work proposed will be available to the Offeror at the Department of Public Utilities by calling Ms. Marchelle Sossong, Senior Engineer, at (804) 501-7341.

1,Henrico County Water Reclamation Facility Master Plan

2.Nutrient Removal Preliminary Engineering Report dated June 30, 2016

IV.ANTICIPATED SCHEDULE:

The following represents a tentative outline of the process currently anticipated by the County:

Issuance of RFPAugust 31, 2016

Pre-proposal Conference2:00 p.m., September 8, 2016

Receipt of Proposals 2:30 p.m., September 30,2016

Evaluation of Written ProposalsOctober 2016

Interview of Firms SelectedOctober 2016

Negotiation of ContractNovember 2016

Award of Contract by BOSNovember 22, 2016

V.GENERAL CONTRACT TERMS AND CONDITIONS:

  1. Annual Appropriations

It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entitled to seek redress from the County or its elected officials, officers, agents, employees, or volunteers should the Board of Supervisors fail to make annual appropriations for the Contract.

B.Award of the Contract

1.The County reserves the right to reject any or all proposals and to waive any informalities.

2.The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are presented for signature, execute and deliver to the Purchasing office the Contract documents and any other forms or bonds required by the RFP.

  1. The Contract resulting from this RFP is not assignable.

4.Notice of award or intent to award is posted on the Purchasing Office website:

C.Collusion

By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation and submission of this proposal, said Offeror did not, either directly or indirectly, enter into any combination or arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or otherwise take any action in the restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. § 1 et seq.) or Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.

D.Compensation

The Successful Offeror shall submit a complete itemized invoice on each delivery or service that is performed under the Contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with the Contract within forty-five (45) days after receipt of a proper invoice.

E.Controlling Law and Venue

The Contract will be made, entered into, and shall be performed in the County of Henrico, Virginia, and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its performance shall be litigated only in the Henrico County General District Court or the Circuit Court of the County of Henrico, Virginia.

F.Default

1.If the Successful Offeror is wholly responsible for a failure to perform the Contract (including, but not limited to, failure to make delivery of goods, failure to complete implementation and installation, and/or if the goods and/or services fail in any way to perform as specified herein), the County may consider the Successful Offeror to be in default. In the event of default, the County will provide the Successful Offeror with written notice of default, and the Successful Offeror shall provide a plan to correct said default within 20 calendar days of the County’s notice of default.

2.If the Successful Offeror fails to cure said default within 20 days, the County, among other actions, may complete the Contract work through a third party, and the Successful Offeror shall be responsible for any amount in excess of the Contract price incurred by the County in completing the work to a capability equal to that specified in the Contract.

G.Discussion of Exceptions to the RFP

This RFP, including but not limited to its venue, termination, and payment schedule provisions, shall be incorporated by reference into the Contract documents as if its provisions were stated verbatim therein. Therefore, Offerors shall explicitly identify any exception to any provisions of the RFP in a separate “Exceptions to RFP” section of the proposal so that such exceptions may be resolved before execution of the Contract. In case of any conflict between the RFP and any other Contract documents, the RFP shall control unless the Contract documents explicitly provide otherwise.

H. Drug-Free Workplace to be Maintained by the Contractor (Va. Code § 2.2-4312)

1.During the performance of this Contract, the contractor agrees to (i) provide a drug-free workplace for the contractor’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

2.For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a contractor in accordance with the Virginia Public Procurement Act, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

I.Employment Discrimination by Contractor Prohibited

1.During the performance of this Contract, the contractor agrees as follows (Va. Code § 2.2-4311):

(a)The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

(b)The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

(c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

2. The contractor will include the provisions of the foregoing subparagraphs (a), (b), and (c) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

J.Employment of Unauthorized Aliens Prohibited

Any contract that results from this Request for Proposal shall include the following language: "As required by Virginia Code §2.2-4311.1, the contactor does not, and shall not during the performance of this agreement, in the Commonwealth of Virginia knowingly employ an unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986."

K.Indemnification

The Successful Offeror agrees to indemnify, defend and hold harmless the County of Henrico (including Henrico Public County Schools), the County’s officers, agents and employees, from any claims, damages, suits, actions, liabilities and costs of any kind or nature, including attorneys’ fees, arising from or caused by the provision of any services, the failure to provide any services or the use of any services or materials furnished (or made available) by the Successful Offeror, provided that such liability is not attributable to the County’s sole negligence.

L.Insurance Requirements

The Successful Offeror shall maintain insurance to protect itself and Henrico and Henrico’s elected officials, officers, agents, volunteers and employees from claims under the Workers' Compensation Act, and from any other claim for damages for personal injury, including death, and for damages to property which may arise from the provision of goods and/or services under the Contract, whether such goods and/or services are provided by the Successful Offeror or by any subcontractor or anyone directly employed by either of them. Such insurance shall conform to the Insurance Specifications. (Attachment A)