SOQ Part I Pre‐Submittal Meeting Minutes
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Page 1 SOQ Part I Pre‐Submittal Meeting Minutes Project: City of Salina South Well Field and WTP Improvement Project Subject: Pre‐Submittal Meeting Date: Tuesday, November 29, 2016 Location: City of Salina Public Library Prescott Room Topics: 1. Attendees refer to Attachment A ‐ Pre‐Submittal Meeting Sign‐In Sheet 2. Presentation a. Introductions of Owner and Owner’s Representative and Project Drivers by Don Lindeman, HDR b. Project Overview by Jessica Adams‐Weber, HDR c. Water Treatment Alternatives by Ryan Saffels, HDR d. Progressive Design‐Build Overview by Scott Churilla, HDR e. Procurement Overview by Jessica Adams‐Weber, HDR f. Award Schedule and Phase One & Two Milestones by Don Lindeman, HDR 3. Questions and Answers Question 1. What kind of Progressive Design‐Build Contract will be issued for Phase One services? Answer/Response: DBIA Template Question 2. Will the Updated Feasibility Study be issued prior to SOQ Part I deadline (Dec 22 nd )? Answer/Response: It is not expected that the updated Study will be issued by the SOQ Part I deadline (Dec 22 nd ). Question 3. Will the City perform parallel cost estimates? Answer/Response: Yes, parallel cost estimates will be performed by the Owner’s Representative (HDR) at each design submittal milestone (i.e., 30%, 60%, 90%) Question 4. Does the procurement schedule provide enough time for contract negotiations? Answer/Response: The intent of requesting Progressive D‐B Contract mark‐ups at the time of the Confidential Meetings is to provide the City Attorney additional review time prior to negotiations with the Selected Design Build Team. Question 5. Do the scoring criteria include a score for the contract mark‐ups? Answer/Response: Yes. It is a PASS/FAIL score only to ensure a contract mark‐up is submitted or if no mark‐up, at a minimum acknowledgement of review of the contract is submitted.
Transcript of SOQ Part I Pre‐Submittal Meeting Minutes
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SOQPartIPre‐SubmittalMeetingMinutesProject: City of Salina South Well Field and WTP Improvement Project
Subject: Pre‐Submittal Meeting
Date: Tuesday, November 29, 2016
Location: City of Salina Public Library Prescott Room
Topics:
1. Attendees refer to Attachment A ‐ Pre‐Submittal Meeting Sign‐In Sheet
2. Presentation
a. Introductions of Owner and Owner’s Representative and Project Drivers by Don Lindeman, HDRb. Project Overview by Jessica Adams‐Weber, HDR c. Water Treatment Alternatives by Ryan Saffels, HDR d. Progressive Design‐Build Overview by Scott Churilla, HDR e. Procurement Overview by Jessica Adams‐Weber, HDR f. Award Schedule and Phase One & Two Milestones by Don Lindeman, HDR
3. Questions and Answers
Question 1. What kind of Progressive Design‐Build Contract will be issued for Phase One services? Answer/Response:
DBIA Template Question 2. Will the Updated Feasibility Study be issued prior to SOQ Part I deadline (Dec 22nd)? Answer/Response:
It is not expected that the updated Study will be issued by the SOQ Part I deadline (Dec 22nd).
Question 3. Will the City perform parallel cost estimates? Answer/Response:
Yes, parallel cost estimates will be performed by the Owner’s Representative (HDR) at each design submittal milestone (i.e., 30%, 60%, 90%)
Question 4. Does the procurement schedule provide enough time for contract negotiations? Answer/Response:
The intent of requesting Progressive D‐B Contract mark‐ups at the time of the Confidential Meetings is to provide the City Attorney additional review time prior to negotiations with the Selected Design Build Team.
Question 5. Do the scoring criteria include a score for the contract mark‐ups? Answer/Response:
Yes. It is a PASS/FAIL score only to ensure a contract mark‐up is submitted or if no mark‐up, at a minimum acknowledgement of review of the contract is submitted.
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Question 6. Do the scoring criteria include a score for the confidential meeting? Answer/Response:
No. Question 7. Who will be on the Selection Committee? Answer/Response:
There will be five total Selection Committee members: four City staff and one Owner’s Representative (HDR) staff.
Question 8. Can the Respondent provide more than 10 reference projects? Answer/Response:
The Respondent must submit at least 5 reference design projects and 5 reference construction projects. The Respondent may submit more projects provided the SOQ Part I page limit is not exceeded. The representative design and construction projects can also be design‐build projects highlighting both the design and construction experience of the team. However, for design‐build experience the Respondent’s shall also submit a table showing all design‐build experience for projects of a similar size and content.
Question 9. Will the WQ Testing Protocol include MPA testing to determine if the groundwater is
groundwater under direct influent (GWUDI)? Answer/Response:
WQ Testing Protocol is to be determined and developed by the Selected Design‐Builder.
Question 10. Will the City provide scores and ranking when the Shortlisted Respondents is released
or just the list Shortlisted Respondents? Answer/Response:
The City will provide to all Respondents the list of Shortlisted Respondents; no scores or ranking will be provided.
Question 11. Is the existing levee at the proposed project site a USACE levee? Answer/Response:
Yes, refer to Draft Feasibility Study for further details.
4. Attachments
Attachment A. Pre‐Submittal Meeting Sign‐In SheetAttachment B. Pre‐Submittal Meeting Presentation
AttachmentA‐Pre‐SubmittalMeetingSign‐InSheet
AttachmentB‐Pre‐SubmittalMeetingPresentation
© 2015 HDR, all rights reserved.
South Well Field and Water Treatment Plant Pre-Submittal Meeting
City of Salina, KansasNovember 29, 2016
INTRODUCTIONS
PROJECT OVERVIEW
PROGESSIVE D-B OVERVIEW
PROCUREMENT OVERVIEW
Martha Tasker, Director of Utilities
Bernie Kitten, Plant Operations Manager
Mark Peterson, Electrical Engineer
Ray Starnes, WTP Operations Foreman
City Staff - Owner Don Lindeman, Project Manager
Ryan Saffels, Water Section Manager
Scott Churilla, Design Build Consultant
Jessica Adams-Weber, Project Engineer
HDR Staff – Owner’s Representative
Introductions
Project Overview
Downtown Facilitieso Downtown WTP (20 MGD)
o Downtown Well Field (15 wells)
• Normal: 15.2 MGD
• Drought: 12.4 MGD
o Smoky Hill River Intake (10 MGD)
Former Schilling Air Force Base Facilities o Schilling Air Force Base WTP
• Emergency supply only
o South Well Field (5 wells, 3 active)
• Existing Capacity: 2.24 MGD
• Water Rights: 3.7 MGD
System Overview
Goal: o Provide water supply during drought
Feasibility Studyo Draft 2016
o Water Supply Alternatives
o Water Treatment Alternatives
Project:o Improvements to five existing wells
o Raw water lines, finished water lines, and other utilities
o Construction of new 3.5 MGD WTP • Lime Softening WTP
• Membrane WTP
Estimated Project Budget:o Approximately $32M to be funded by
SRF
Project Overview
Continued use of vertical wells and vested water rights
Offset Wells 1 and 5
Rehabilitate Wells 2, 3, and 4
New for all wells:o Pumps
o Flow meters
o Pump housing
o Discharge piping
o I&C
o Electrical
Water Supply Scope
Water Well Road
Ohi
o St
reet
Coagulation with Ferric Addition
Lime Softening
Recarbonation
Gravity Filtration
Disinfection (Chloramines)
Clearwell
High Service Pumping
Solids:o Gravity Thickening
o Dewatering Lagoons
Water Treatment Alternatives
Aeration
Green Sand Filtration
Nanofiltration (2-stage)
Disinfection (Chloramines)
Clearwell
High Service Pumping
Solids:o Membrane Waste Solids Separation
o River Discharge or Deep Well Injection
Lime Softening Treatment Membrane Treatment
Progressive Design-Build Overview
South Well Field and
Water Treatment
Plant
Single Point of Accountability
Establish Project
Budget Prior to Design
Maximize Contractor
Involvement in Design Cost Estimating
Early Collaboration
Between Owner’s Team and D-B Team
City’s Objectives
Procurement
Pre-Design• Evaluate Treatment
Alternatives• Establish Project
Budget with Contractor Estimates
Design and Cost Estimating• BODR• 30%• 60%• 90%
GMP
Finalize Design Construction Start-up & Operation
Phase 1
Phase 2
Progressive Design Build Overview
Procurement Overview
Submission of SOQ Part I
Short-List up to 3 Qualified Respondents
RFQ Part I
Confidential Meetings
Submission of SOQ Part II
Interviews
Selection of Design-Builder
Negotiation for Award
RFQ Part II (Shortlisted Respondents Only)
Procurement Overview (Section 1.1)
Advertise RFQ November 14, 2016
RFQ Acknowledgement November 21, 2016
Pre-Submittal Meeting November 29, 2016
Deadline for Questions December 9, 2016
Deadline for SOQ Part I December 22, 2016
Notification to Short-Listed Respondents January 9, 2017
Procurement Overview – RFQ Part I
Advertise RFQ November 14, 2016
RFQ Acknowledgement November 21, 2016
Pre-Submittal Meeting November 29, 2016
Deadline for Questions December 9, 2016
Deadline for SOQ Part I December 22, 2016
Notification to Short-Listed Respondents January 9, 2017
Procurement Overview – RFQ Part I
Advertise RFQ November 14, 2016
RFQ Acknowledgement November 21, 2016
Pre-Submittal Meeting November 29, 2016
Deadline for Questions December 9, 2016
Deadline for SOQ Part I Thursday, December 22, 2016 3:00 pm
Notification to Short-Listed Respondents January 9, 2017
Procurement Overview – RFQ Part I
Submission Deadline Thursday, December 22, 2016 3:00 pm
Submission Location
Submission:o 8 Paper Documents (1 original, 7 copies)
o 1 Electronic Version on Flash Drive (pdf)
Addressed to: City ClerkUtilities Department300 W. Ash, P.O. Box 736Salina, KS 67402-0736
SOQ Part I – Submission Requirements (Section 4.1.1)
Evaluation Criteria Scoring
Respondent’s Team 32%
Respondent’s Team Experience and Capabilities 63%
Safety record, including the EMR for the last 5 years 5%
Financial strength of the Respondent Pass/Fail
Legal/Litigation History for the last 10 years Pass/Fail
Licensing and Registration in the State of Kansas Pass/Fail
Respondent’s Acknowledgement of RFQ Pass/Fail
Respondent’s Signatory Certification Form Pass/Fail
Compliance forms (Appendix F) Pass/Fail
SOQ Part I – Evaluation Criteria(Section 5.1.4)
SOQ Part I scores weighted as 35% of overall score
Selection committee will use 100-point scale
Shortlist up to 3 Respondents
Owner will notify Respondents of rankings
Shortlisted Respondents invited to submit SOQ Part II
SOQ Part I – Evaluation & Shortlisting
Notification to Short-Listed Respondents January 9, 2017
Deadline for Contract Markup January 19 and 20, 2017
Conduct Confidential Meetings January 19 and 20, 2017
Submission of SOQ Part II February 10, 2017
Interviews February 16 and 17, 2017
Notification of Selection February 17, 2017
Procurement Overview – RFQ Part II
Notification to Short-Listed Respondents January 9, 2017
Deadline for Contract Markup January 19 and 20, 2017
Conduct Confidential Meetings January 19 and 20, 2017
Submission of SOQ Part II February 10, 2017
Interviews February 16 and 17, 2017
Notification of Selection February 17, 2017
Procurement Overview – RFQ Part II
Progressive D-B Contract will be provided as an Addenda prior to Shortlisting.
Notification to Short-Listed Respondents January 9, 2017
Deadline for Contract Markup January 19 and 20, 2017
Conduct Confidential Meetings January 19 and 20, 2017
Submission of SOQ Part II Friday, February 10, 2017 3:00 pm
Interviews February 16 and 17, 2017
Notification of Selection February 17, 2017
Procurement Overview – RFQ Part II
Submission Deadline Friday, February 10, 2017 3:00 pm
Submission Location
Submission:o 8 Paper Documents (1 original, 7 copies)
o 1 Electronic Version on Flash Drive (pdf)
Addressed to: City ClerkUtilities Department300 W. Ash, P.O. Box 736Salina, KS 67402-0736
SOQ Part II – Submission Requirements (Section 4.2.1)
Evaluation Criteria Scoring
Respondent’s Project Approach 100%
Acknowledge review of Contract and/or markup Pass/Fail
Short-Listed Respondent’s Signatory Certification Form Pass/Fail
SOQ Part II & Interview – Evaluation Criteria(Section 5.2.3)
SOQ Part II & Interview scores weighted as 65% of overall score
Procurement Overview – Final Selection
Selection Criteria Total Score
SOQ Part I 35%
SOQ Part II & Interview 65%
Notification of Selection February 17, 2017
Begin Negotiations February 20, 2017
City Commission Meeting for Approval March 13, 2017
Execution of Contract March 2017
Procurement Overview – Contracting Schedule
Project Design Phase (April 2017 to June 2018)
Design Kickoff Meeting April 2017
Consultant/Design-Builder Pre-Design June 2017
BODR and Project Budget June to August 2017
30% Document Development September 2017
60% Document Development November 2017
90% Document Development February 2018
Guaranteed Maximum Price Proposal May 2018
Execute Phase 2 Construction Contract June 2018
Progressive Design Build Proposed Milestones
Construction Services (June 2018 to November 2020)
Begin Construction June 2018
Substantial Completion November 2019
Final Completion March 2020
Progressive Design Build Proposed Milestones
QUESTIONS?
© 2015 HDR, all rights reserved.
