Sanitary Sewer Lift Station Rehabilitation Design Services Pre-Submittal Meeting September 20, 2016

Introductions

Purpose of Meeting Provide overview of the Sanitary Sewer Lift Station Rehabilitation Design Services RFP Answer questions regarding the project

Agenda Safety Moment Project Background Procurement Process Evaluation Criteria and Submittal Information Scope of Services Questions

Safety Moment Consultant will develop health and safety plans as part of PXP Field safety instructions for site visits and field work (survey, geotechnical, etc.) For consultant and their subconsultants

Project Background

Project Background City is under a Regional Water Quality Control Board Cease and Desist Order to eliminate sanitary sewer overflows and unauthorized discharges Master plan efforts have identified needed collection system improvements The CWP includes a Biennial Pump Station Upgrade Program, identifying high priority sanitary sewer pump stations for upgrade Condition Assessment identified the following lift stations for high priority rehab: Kelly/Kehoe Laurie Meados Los Prados No. 1 Los Prados No. 2 Los Prados No. 3

Project Map

Background Documents Integrated Wastewater Master Plan (Draft), Carollo, October 2014 City of San Mateo Pump Stations and Force Mains Condition Assessment, AECOM, June 2016 The Citywide Sanitary Sewer Pump Station Study, Schaaf & Wheeler, November 2010

Procurement Process

RFP Schedule Milestones What When RFP Available September 11, 2016 Pre-Submission Meeting September 20, 2016 Deadline for inquiries/questions September 30, 2016 SOQs Due at the City October 17, 2016 Consultant Short List October 31, 2016 Consultant Interview November 8 - 9, 2016 Consultant Selection November 11, 2016 Consultant Negotiation – Phase 1 November 14 – December 9, 2016 Council Award January 9, 2017 Notice to Proceed January 30, 2017

RFQ Questions and Addenda Send in writing Include “Sanitary Sewer Lift Station Rehabilitation Design Services” in subject line Deadline for questions: 5:00 PM, September 30, 2016 Direct Inquires to: Robert Wiseman, Contract Manager Responses published to City’s website Addenda: Posted to City website http://www.cityofsanmateo.org/bids.aspx Oral clarifications are non-binding City will not notify respondents of addenda Response must include acknowledgement of addenda

Scoring and Selection SOQ Interview Final Scoring and Selection Scoring based on a maximum of 100 points Scored based on Evaluation Criteria SOQs will be ranked and short-listed Interview Short-listed firms will be interviewed Different evaluation criteria may be used for the interview Respondents will be ranked Failure of Respondent or proposed team members requested by the City to participate in the interview may result in disqualification Final Scoring and Selection Combined SOQ and Interview scores will be used to determine the final ranking Rating forms will not be revealed Written notice of selection will be provided to the selected firm

Negotiation and Award Negotiation Award LOE SOW Schedule Contract terms Negotiations may be discontinued if no terms reached after 3 revisions Award Recommendation to council at conclusion of negotiations Initial contract for Phase 1 only

Submittal Information and Evaluation Criteria

SOQ Format Submittal: Format: 6 original bound SOQs 1 disc or flash drive with ready-for-print PDF of the SOQ Provide submittal in a box or envelope and include Respondent’s name, contact information and SOQ title and job number on the box or envelope SOQ shall remain effective for 90 days beyond the submittal date Format: Maximum of 30 pages, including cover letter and excluding resumes of key personnel Cover letter requirements Front and back cover and dividers not included in page count Project schedule shall be prepared on 11” x 17” paper Maximum of three 11” x 17” figures Resumes shall not exceed 2 pages Any excess pages beyond limit will be removed and not considered in the evaluation

SOQ Evaluation Criteria Prime and Subconsultant Firms’ Project Experience and Past Performance: 30 points Key Project Personnel: 30 points Project Understanding and Approach: 35 points Project Schedule: 5 points

Project Experience and Past Performance Project experience and past performance for prime consultant and subconsultants For Prime Consultant, minimum of five similar projects Sanitary and sewer lift station rehabilitation/design projects Maintaining sanitary sewer lift stations in service during rehab Validation of rehab requirement and analysis of pump station hydraulics and selection of equipment Odor control analysis and design for sanitary sewer lift stations Rehab/replacement of force mains, mechanical valves and piping, electrical equipment and I&C systems associated with sanitary sewer lift stations Proposed prime and subconsultants working together on similar projects

Key Project Personnel Project Manager Design Manager Project Engineer Other Specific Subject Matter Experts

Project Understanding and Approach Project risks Approach to design and wide range of rehab tasks Maintaining operability during rehab Minimizing changes during construction and impacts to work area surroundings Expanding pumping capacities Team qualifications Management Team strengths

Project Schedule Proposed baseline schedule Identify tasks, subtasks, durations, milestones Identify field investigations and exploratory work Single 11x17 inch page

Interviews Interview for short-listed firms, at City’s discretion Elaborate on SOQ and respond to specific questions Questions may be issued prior to the interview 60 minutes, including questions and answers Identified PM will lead presentation City will notify respondent which key personnel are required to be present during interview

Scope of Services

Phased Negotiation Phase 1 Phase 2 Phase 3 Task 1 – General Services Task 2 – Verification of Rehabilitation and Basis of Design Phase 2 Task 3 – 50% Design Task 4 – 90% Design Task 5 – 100% Design and Bid Documents Task 6 – Bid Period Assistance Phase 3 Task 7 – Construction Phase Services

Task 1 – General Services Services performed throughout the project Project Management Risk Management Workshops and Meetings Quality Control Management of Subconsultants Agency Coordination, Public Outreach Support, and City Meeting Support Permitting and Environmental Support Consultant to obtain all permits for the project

Task 2 – Verification of Rehabilitation and Basis of Design Tasks: Gather and review available information and studies Site visits of subject facilities and structures O&M staff coordination and discussions Prepare a Basis of Design Report

Task 3 – 50% Design Survey Field and aerial surveys Complete before proceeding to 90% design Geotechnical Investigation, if determined necessary during Phase 1 Field Exploration and Testing Geotechnical Reports (GDR, Geotechnical Design Memorandum) Utility Potholing, if determined necessary during Phase 1 Locate key buried utilities or other structures Completed before proceeding to 90% design 50% Design Development

Task 4 – 90% Design 90% Design Submittal 90% Design Drawings Major design elements well-established and substantially complete Specs substantially complete and include all sections and divisions AACE Class 2 Estimate with basis of estimate narrative and construction sequencing plan 90% Design Drawings

Task 5 – 100% Design and Bid Documents Final (100%) Design Submittal Final Bid Documents

Bidding and Construction Task 6 – Bid Period Assistance Conducted independently for each identified projects Pre-bid meeting, respond to bidder questions, addenda, bid evaluation, conformed documents Task 7 – Construction Phase Services Pre-construction and progress meetings, submittals, RFIs, change orders, record drawings, etc.

Questions?