Fort Walton Beach Council agenda — 02-12-08 regular agenda — reading text

complete) to identify the design /permit capacity in relation to the City's current and future requirements. 2. Identify probable capital costs to complete the planned WWTP improvements. 3. Identify estimated annual operation and maintenance costs should the City elect to proceed with planned WWI? improvements. 4. Offer recommendations for alternatives to the cur-rent effluent disposal method. Currently, the City land- sprays effluent on an adjacent 490 -acre field leased from the Department of ini the Air Force. The City desires to ire the footprint of the existing lease area to reduce future costly lease fees. Any effluent disposal recommendations offered by the consultant should also contain estimated operating expenses and capital costs for construction /implementation and comparative analysis to current operations. 5. Identify future sprayfield lease costs and impacts on annual operating costs. C. Phase I —Project Deliverables 1. The consultant shall provide a preliminary assessment report of the County's Draft Wastewater Service Agreement inclusive of the items identified in the Phase I Evaluation. 2. The consultant shall attend one meeting with County and City representatives prior to submitting the preliminary assessment report to determine if any points of the Wastewater Service Agreement are deemed non -negotiable by either party. 3. Prior to proceeding with the remainder of the Phases identified in this RFP, the consultant shall confirm the County' s willingness to negotiate for wastewater treatment services. Purchasing Department Page: 5  Engineering Services for Wastewater Treatment Evaluation Request for Proposal 08 -109 D. Phase iI — Comtiarison of Both Options: 1. Prepare a Present Worth Analysis to compare the long -term impacts of both options: " stay the course" or executing a Wastewater Service Agreement with the County, or some other option for wastewater treatment with the County. 2. Identify the estimated cost savings related to a reduction in force should the City elect to pursue the County's Wastewater Service Agreement, including the costs for interconnection. 3. Identify the estimated capital costs associated with abandoning and /or " mothballing" the City's existing WWIP should the City elect to pursue the County' s offer for wastewater treatment. This analysis shall include any costs associated with ceasing sludge disposal operations at the City's Agricultural Use Site. 4. Review the City' s existing Real Estate License vnith the Department of the Air Force related to use of the 490 -acre sprayfield located adjacent to the VWIP. The consultant shall provide a cost estimate to restore the property as outlined in the current License in the event the City elects to pursue the County's offer for a Wastewater Service Agreement. 5. Review and assess real estate issues relating to easements for transmission mains and transfer of ownership of City -owned property. The consultant shall determine if it is in the City's best interest to: transfer ownership of the tertiary system to the County, retain ownership E and operation of the tertiary system, or lease the tertiary system back to the County for operation. 6. Review and evaluate the City's current rate structure and financial data and current debt load taking into account any future rate increases necessary to satisfy existing and possible future debt service for capital improvements to the existing VVWIP. 7. Evaluate the County's current rate structure and relate the structure to the City's current rate structure. Offer alternatives to revising the rate structure to optimize the rates if the City were to continue wastewater treatment services or if the agreement with the County is executed. 8. Provide an analysis of the City retaining ownership and operational responsibility, of the City's. existing tertiary system versus leasing this facility back to the County and /or the County assuming ownership and operational responsibility ofthe tertiary system. This shall include an analysis of future costs concerning the expansion and increased demand of the reuse water system. Purchasing Department Page: 6 Engineering Services for Wastewater Treatment Evaluation Request for Proposal 08 -109 9. Review and evaluate growth projections for the City and determine the impacts growth may have from a system capacity perspective. The treatment and disposal capacities of the WRF and RIB system shall be taken into consideration. 10. Identify the fixed rate ( per 1, 000 gallons) of both the City and County for the cost of wastewater treatment assessed to the City. E. Phase II — Project Deliverables and City Council Presentation: 1. The consultant shall attend at least one meeting, in addition to the meeting identified in Phase I, with City and County staff for the purpose of reviewing and refining the Draft Wastewater Service Agreement provided by the County. Contact above and beyond the two specified meetings may be conducted through telephone conference. 2. The consultant shall provide a detailed rate analysis and Present Worth Analysis comparing the two wastewater treatment options: " stay the course" or " Wastewater Service Agreement with County." 3. The consultant shall provide an Extreme Wet Weather (EWW) flow analysis and a Reuse Water Rate analysis to support the consultant's final recommendation. 4. The consultant shall provide a summarized analysis of the City's current engineering and design project for WW'I'P renovation work along with engineering recommendations for alternative effluent disposal options (this is not a requirement to provide engineering and design plans). This element should include any estimated capital cost information for alternative effluent disposal options; along with any estimated cost savings resulting from Value Engineering recommendations related to the City's planned WWI? renovation work. 5. The Consultant shall provide a marked up copy of the County' s draft agreement using the track changes" feature for staff review prior to preparing a final report G. The consultant shall prepare and deliver ten (10) copies of a final report detailing all of the information referenced above along with the consultant' s final conclusions and recommendations. The final report must include the consultant' s recommendation on the most prudent and cost -effective method for providing future wastewater services to the citizens of Fort Walton Beach. 7. The consultant shall attend one regularly scheduled meeting of City Council at the completion of the project to present and defend final recommendations. Purchasing Department Page: 7  Engineering Services for Wastewater Treatment Evaluation Request for Proposal 08 -109 F. Project Schedule: The following identifies the various milestone events and project schedule to completion. MILESTONE RFQ Solicitation Issued December 18, 2007 Proposals Due anuary 15, 2008 Short-Listing and Selection Committee Interviews january 17 -18, 2008 Staff Recommendation to Council for Award February 12, 2008 Execute Contract and Issue Notice to Proceed February 29, 2008 Submit Preliminary Assessment to Determine Feasibility of March 31, 2008 Proceedin with Negotiations Draft Final Report to Staff for Review Aril 30, 2008 Final ReTort and Recommendations to Council for Approval Ma 13, 2008 4. PROPOSAL DUE DATE: Sealed proposals in an original and six (6) complete copies shall be received at the City Clerk's Office no later than 2: 30,p.m.. Tuesday, January 15, 2008. Proposals will not be accepted after this time. Proposals shall be addressed as follows: 4. 1 For Regular U.S. Mail Delivery City Clerk City of Fort Walton Beach P. O. Box 4009 Fort Walton Beach, FL 32549 4.2 For Hand/Express Mail/tJPS Delivery City Clerk City of Fort Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 4.3 Submitted envelopes shall be marked " Evaluah'on' , RFP 08 -109. Eneineerine Services for Wastewater Treatment Purchasing Department Page: 8  Engineering Services for Wastewater Treatment Evaluation Request for Proposal 08 -109 5. SUBMISSION OF PROPOSALS: 5. 1 Incurred Expenses: The City is not responsible for any expenses which proposers may incur in preparing and submitting proposals called for in this Request for Proposals. 5. 2 Interviews: The City reserves the right to conduct personal interviews or require presentations of any or all proposers prior to selection. The City will not be liable for any costs incurred by the proposer in connection with such interviews /presentations ( i.e., travel, accommodations, etc.). 5. 3 Request for Modification: The City reserves the right to request that the proposer modify his proposal to more fully meet the needs of the City. 5. 4 Request for Additional Information: g The proposer shall furnish such additional information as the City ofFort Walton Beach may reasonably require. The City reserves the right to make investigations of the qualifications of the proposer as it deerns appropriate. 5. 5 Acceptance /RejeciCton/ Modification to Proposals: The City reserves